We're currently looking for a Personal Assistant to join our Southampton office.
The team
Our Executive Services team consists of three 'hubs': a Document Production Specialist hub providing a transcription service, an Executive Support Assistant hub providing support with administrative tasks and a Personal Assistant hub, which you will join, providing organisational and client care support. All three hubs work collaboratively to provide a seamless and efficient service to our fee earners across the business.
The role
As a Personal Assistant you will deliver high quality support to a number of fee earners to include:
1. providing comprehensive support on management and partnership matters, including the preparation of departmental reports, financial information and presentation materials
2. acting as the first point of contact for internal and external clients, focusing on adding value to client / fee earner relationships;
3. managing telephone calls and incoming communications on behalf of lawyers, exercising judgement to respond appropriately, prioritising actions and ensuring timely follow‑up
4. completing financial tasks such as expenses, taking a leading role in the billing process and maintaining budgetary information and financial spreadsheets;
5. supporting client reporting and financial information preparation
6. proactively managing and maintaining complex diaries, arranging client, partner and departmental meetings, coordinating catering, meeting rooms and venues;
7. supporting meetings by circulating agendas and papers in advance;
8. assisting with the organisation of events, including maintaining mailing lists, issuing invitations, welcoming clients and supporting virtual events via Microsoft Teams or similar platforms;
9. co-ordinating complex travel arrangements, including rail and air travel, accommodation and producing comprehensive travel packs and itineraries;
10. creating and maintaining client engagement letters and matter specifications, ensuring accurate matter administration and compliance with firm processes
11. maintaining accurate and up to date business contact information, managing reminder systems and organising workloads efficiently; and
12. carrying out tasks specific to the Real Estate practice area, including supporting high‑volume, transactional and operationally complex matters
13. adapting support to different Real Estate sub‑specialisms such as Residential, Developers & Investors, and Operational Property
What are we looking for?
To be successful in this role you'll need as a minimum:
14. Experience of working in a Personal Assistant capacity or similar role within a professional services organisation
15. Proficiency in MS Office suite and experience of working with other in-house office systems
16. Excellent communication skills and being able to utilise them via different methods such as emails, phone calls and letters
17. Experience managing and prioritising your workload in line with department service level agreements