Legal PA (Aberdeen or Inverness) Private Client

This position of a Legal PA in our Secretarial & Business Support department is an essential role within our Professional Services industry, requiring a candidate to lead the team in our Aberdeen or Inverness locations. Client Details This company, a notable figure in the professional services industry, boasts a workforce of over 700 employees. They are recognised for delivering a diverse range of services that cater to various sectors. With offices located in key areas including Edinburgh, their reach is both national and international. Description Diary management – makes and amends appointments, arranges meeting rooms, tracks responses and organises refreshments if required. Responsible for taking new client queries (including relevant details of the background to the query). Anticipate requirements for meetings i.e. organise papers, produce itinerary, directions, backgrounds/profile information. Proactive e-mail management – ensures documentation copied to client folder (as required), flags important emails and ensure dealt with, checking lawyer inbox when out of office/in meetings and actions important/urgent emails where appropriate Scan mail save to the document management system (‘DMS’) in the relevant folder, organise and prepare necessary responses for lawyers and paralegals. Prioritise and manage multiple projects and follow through on issues in a timely manner. Responsible for maintaining practice area organisation during times of holidays/absences for lawyers and paralegals- checking for important mail/voicemail/emails and responding if necessary or passing to another lawyer or paralegal. Responsible for ensuring all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals Responsible for inputting data into case management system. Maintain intimate knowledge of current affairs in office and able to deal with clients and third parties on a day-to-day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively. Update contacts and distribution lists in Outlook. Proficient in the preparation of Excel spreadsheets. Responsible for drafting letters of engagement. Organises expense claim forms and collate necessary receipts. Pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion ensuring completing appropriate cash form as required. Assist with billing, attend team/billing meetings, prepare bill and narratives for lawyers to sign off on and send to appropriate biller for finalising. Organise transfer of time from lawyer’s suspense account to relevant matter number. Assist with case management. Assist in collating trust bibles. Assist in populating and updating internal systems and databases to enable information to be pulled from these databases when necessary. Responsible for sharing appropriate documents within the team – ensuring that all presentations are listed on a central database and all templates are available to all members of /practice area Undertaking some specialist duties e.g., finance, marketing/business development. Complete mail merges when required. Implementing standardised system in respect of saving documents saved to DMS. File documents in appropriate location both electronically and in hard copy, and organises opening and closing of files and papers when necessary. Sourcing travel and accommodation, organising all aspects of travel and anticipating important information and documents that fee earners may need whilst travelling, i.e., timetables, distances, etc. Minute taking where appropriate. If required type and amend all client correspondence and legal documents (often confidential) to a high standard in compliance with Brodies preferred document styling. Profile Should have knowledge and experience of working within a busy Personal and Family team This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines Excellent communication skills and confident in dealing with people at all levels A strong team player – willing to go beyond regular duties and help out where needed Presents a professional image to clients and other external organisations at all times Seeks out opportunities to provide a more efficient and proactive service to lawyers and paralegals The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or work on a different timetable – 8:00-16:00 or 10:00-18:00 Working practices and executive assistant allocations within the practice group will change from time to time and the successful candidate should have an open and flexible attitude to change and a willingness to train within other legal practice areas (CPD) Organises and prioritises time effectively Uses initiative and able to work independently Self-motivated Commercial and profit focussedJob Offer Up to £32,000 with excellent benefits