AJ Chambers has a great opportunity for a Legal PA to join a top International Law Firm based in the City of London.
The position will sit within the Private Client and Family teams, focusing on diary and inbox management.
The Role:
* Distribute and co-ordinate appropriate support for specific client projects
* Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
* Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
* Identify and act upon process improvements across the team to enhance both internal and external client services
Client Relationship Management:
* Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
* Take an active role in relationship management and client care
* Enter and ensure accuracy of client information on the Client Relationship Management system, currently
* Communicate with external clients both independently and upon instructions from Partners and Fee Earners
* Arrange client meetings and ensure efficient responses to written and verbal client queries
* Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee earners accordingly
Communication:
* Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on promptly
* Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
* Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners
Financial:
* Assist Partners and Fee Earners in ensuring time recording is up to date and captured promptly
* Liaise with the appropriate Finance team with invoices, expenses, client billing and accounts
* Process invoices and expenses on the online system, currently Chrome
* Assist the billing and credit control processes and liaise with the Finance team about these to ensure a consistent and efficient approach
* Produce standard financial and time reports through the system
Administrative:
* Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed promptly
* Monitor and track all tasks and prioritise accordingly
* Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
* Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
* Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
* Arrange for the photocopying, scanning, printing and filing to be carried out by the team
* Arrange for files to be opened, closed and maintained
* Supervise Client Services Administrators’ record keeping and general filing tasks
* Use effective systems to ensure both short and long term tasks are completed within required timescales
Other Duties & Responsibilities:
* Assisting other members of the team, both proactively and at the request of the Client Services Lead
* Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
* Short dictations and basic amendments and document updates
* Conflict searches, file opening and risk assessment forms
* Drafting letters of engagement
* Updating and maintaining integrity of information held in Outlook, InterAction and 3E
* Minor document production amendments and assistance
* Working effectively with other legal and Business Resource teams as required
* Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client
Person Specification:
* Accurate typing speed of at least 60 words per minute
* Advanced knowledge and experience of using Software including all Microsoft Office packages
* Experience of using Practice Management systems
The role will offer hybrid working and a competitive salary.
For further information please contact Jess at AJ Chambers.