Legal PA

I am working with an international law firm based at Liverpool Street and they are looking for an Executive Assistant to support a team of partners and fee earners within their IP/Tech team. This is a permanent position and the salary is up to £48,000 and they also offer a generous bonus. The hours are 9.30am-5.30pm and they work 3 days in the office/2 days from home.

Main responsibilitiesAdministrativeproactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele-conferencing, client office software etc.).Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly.Prepare for all meetings, including preparation of all pre-reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications.Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm's Travel Policy at all timesCoordinate and assist with global visitors.Arrange photocopying, printing, scanning, organising post and couriers, etc.Ensuring partner PDPRs are up to dateClient relationship managementBuild strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teamsSupport lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentationsSupport the internal business development team by undertaking an event secretary role, managing the e-alert process, assisting with legal directory administration and delegating tasks appropriatelyProactively maintain and update the client relationship management system, ensuring any follow-ups are actionedAttend and contribute to team meetings as required, detail and progress action points as appropriateFinancialEnsure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all timesCoordinate and action the production of accurate compliance documents (including drafting engagement letters, critical information and collection proforma, etc.)Attend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreedProduce and review WIP reports, identifying matters for billing, write-offs, debtors and client creditsManage partners' billing processes: agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist (to include: time transfers, write-offs, applying discounts, returns to WIP, producing drafts and updating Expert as appropriate). Submitting prebills for approvalPreparing covering emails/letters, and ensure completed invoices are despatched in a timely manner and uploaded into delivered billsUsing Aderant to assist fee earners with financial queries, producing reports if requiredEnsuring disbursements and all client payments are processed accurately, having completed all relevant pre-checksUndertake client audits and prepare draft documentationEnsure expenses, receipts and contact reports are completed, uploaded and filed appropriatelyCommunicationAct as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriatelyUsing own initiative to manage post and email accounts: screening, prioritising and dealing with incoming emails and post in fee earners absence; develop and maintain systems to promote efficiencyDraft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriate.Document and File ManagementProactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if requiredActively filing documents appropriately within iManage, ensuring compliance with the firm's naming conventions policyFollowing the Records Management policy and procedure, undertaking regular records management of files and papers for fee earners, ensuring all documents are recorded electronically and recording original documents in the Records Management system prior to off-site storageUndertake regular file reviews, closing finished matters when appropriateAdditional ResponsibilitiesProactively identify areas of responsibility and tasks to take ownership of the sameDrive processes through to delivery via appropriate workflows (i.e. partners, business service teams, etc.)Support additional stakeholders and colleagues as and when requiredIdentify and facilitate knowledge sharing within peer group and wider teamMentoring and coaching junior members of the teamIdentifying areas for continuous improvement and implementing solutionsMaintain strong knowledge of own practice, key matters, business issues and 'hot topics; so that appropriate priority is given to queries and requests.