Legal PA - One to One Support

Owen Reed are recruiting for a Legal Personal Assistant for One to One Support

Hours: 30 hours a week

The Support PA will move throughout the organisation supporting a employee with day to day task, key practice area knowledge of Litigation would be advantageous.

Individual PA Support will include:
•    Notetaking in group settings
•    Notetaking of instructions – If taken down by hand, email a digital copy
•    Speeding up click-heavy tasks – for example, updating a limitations tracker
•    Retrieving printed materials
•    Organising and finding hardcopy materials
•    Retrieving items from bag, putting headphones on to head, etc
•    Scanning receipts
General Duties will include:
•    Diary management / organising internal and external meetings - pro-actively checking and taking appropriate actions
•    Scanning / printing / creation of bundles
•    Opening files / new clients / fee estimates / client engagement letters
•    Time recording
•    Preparing and sending bills / Credit Control
•    Client residual balances and general financial hygiene
•    Email filing and management ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence. In addition, drafting response e-mails as agreed with fee earners.
•    Expenses and Interaction management
•    Organising transport, accommodation and related documentation for international travel as required - produce itinerary as appropriate
•    Matter completions – sending / confirming receipt of test payments and transferring large funds from client account
•    Chambers submissions/Legal 500 preparations
•    Creation of pitch documents / placemats
•    Ideally proactively organising and preparing papers / agenda for same, dealing with room bookings, AV assistance etc.  Ensuring rooms are suitable for attendees.
•    Coordination of social events / training sessions
•    Excel skills for client reporting
•    Pro-actively delegate work to the relevant resource e.g Document Production team, Practice Administration or Concierge to ensure that PA time is maximised and the PA model is being followed
•    Organising conference with counsel meetings with multiple attendees
•    Compiling bundles
•    Setting up Extranet/Workshare files
•    File management responsibilities - opening and closing files including ensuring electronic filing systems are maintained accurately and up to date
•    Organising conference calls on behalf of the fee earners in a timely fashion
•    Supporting and mentoring new members of the team as required
•    Any additional ad hoc tasks as required
•    Maintain CRM by updating InterAction and maintaining fee earner contact list
•    Be a role model and exemplify the firm's values
A bit about you
•    Previous experience of being a legal PA
•    Must possess organisation and prioritisation skills and good attention to detail
•    Calm under pressure
•    Must have a flexible approach
•    Must be able to communicate effectively and build good relationships with clients and staff within the firm
•    Team player
•    Must be a competent, fast and accurate typist
•    Must be competent at producing legal documents to a high standard
•    Must be competent at restyling simple documents into house styles or client styles
•    Professional telephone manner and the ability to accurately record and pass on messages
•    Sound technical skills in the following areas - Microsoft Office IT skills (Word, Excel, PowerPoint, Publisher, Outlook and Teams)
•    Minimum typing speed of 65 wpm with a good level of accuracy