Legal PA in London

Responsibilities

• Diary management responsibilities include making appointments, organising meetings, and ensuring the smooth running of such meetings including ordering refreshments.
• File management responsibilities, including opening and closing files and ensuring electronic filing systems are maintained accurately and up to date.
• Undertake e-mail management, ensuring that urgent emails are promptly picked up by fee earners or forwarded to another fee earner in their absence.
• Proactive client liaison including taking messages, passing on information, and dealing with simple queries.
• Build relationships with other teams including finance to take responsibility for chasing WIP and financial matters for partners.
• Handling documents, making amendments, and working to deadlines.
• Assist Partner/Fee Earner with billing, preparing billing guides, and liaising with the billing team as needed, updating the schedule of invoices and following up with Partner/Fee Earner to ensure sent out in a timely fashion.
• Responsible for coordination of marketing events of up to 50 people and liaising with the events team internally on larger events.
• Manage the production of all documents, including restyling using house styles and client document styles from initiation to delivery back to the relevant fee earner, involving Document Specialists as required.
• Organising conference calls on behalf of the fee earners in a timely fashion.
• Organising transport, accommodation, and related documentation for international travel and domestic travel between offices as required.
• Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit letters, with direction from partner/fee earner.
• Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients.
• Audio and copy typing of legal documentation and correspondence to a high standard.
• Maintain CRM by updating InterAction and maintaining fee earner contact lists and updating calendar invites with the correct BD information.
• Support Marketing and Business Development administration e.g. prepare alerters, invites, web profiles, presentations, contact sheets, tenders, bids etc.
• Arranging events.
• Any additional ad hoc tasks as required.

Qualifications

• Experienced administrator or Secretary/PA with previous experience in a legal environment.
• Must have an understanding of diary management, organisation, and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team and be a role model and mentor to the junior members of the team.
• Microsoft Office IT skills - Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 365).
• Must be a competent typist and able to produce legal documents to a high standard.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Understanding of using a computerised finance system (Fieldfisher use Evergreen).
• Understanding of using a Client Relationship Management system (Fieldfisher use InterAction).
• Must be able to pre-empt and demonstrate initiative in ensuring the workload is managed efficiently maintaining effective communication with the fee earner at all times.
• Must have a 'can do' approach and be willing to develop the role to ensure a high level of unsupervised support is provided.
• Must be able to work autonomously and aim to resolve problems, identifying solutions with minimum supervision and direction.

What we offer (highlights)

• Inclusion is not exclusive: Fieldfisher values diversity and celebrates differences.
• Hybrid opportunities with a 60:40 office:home balance.
• Private medical insurance, health cash plan, dental insurance, life assurance, critical illness insurance, matched pension contributions up to 7%, holiday trading, and other benefits.
• Office location: Riverbank House, London Finance District, with views and proximity to the city landmarks.
• Talent development: opportunity for career growth and training across a pathway with flexibility to explore interests.

What to do next

• Click 'Apply Now', complete an online application and upload a CV.
• Successful applications will be invited to a 20-30-minute introductory call with a recruiter.
• Hybrid opportunities may include a visit to our offices for a face-to-face meeting.
• We recruit on a rolling basis; applications are reviewed until the role is filled.