AJ Chambers are working with a top International Law Firm who has an exciting opportunity for a Legal PA with previous Private Client experience to join them in the City of London.
Roles and Responsibilities:
Project Co-ordination
· 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
· Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
· Arrange client meetings and ensure efficient responses to written and verbal client queries
Communication
· Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
Financial
· Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
· Liaise with the appropriate Finance team in relation to 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 in relation to 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 in a timely manner
· 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
Other Duties and Responsibilities
· 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
· Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
· Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
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
· Previous experience in a Litigation team will be advantageous
The role will offer a competitive salary and hybrid working.
For further information please contact Ella or Jess to discuss in more detail.