We’re Hiring: PA Legal in Midlothian

Legal PA to Head of Office/Group/SectorGroup: Finance & ProjectsLocation: Edinburgh Hours: Full time – Monday to Friday 9.00am to 5.00pmAbout the Business: Here at Pinsent Masons we bring together the best people to get the job done. Provide proactive and professional Legal PA support to allocated group.
In addition to being assigned to a number of specific lawyers, it is expected that a Legal PA will work with every member of the team to ensure that overall needs are met.
Support may need to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.
Client ServiceYour responsibility to deliver excellent service to our clientsBuilding and maintaining effective relationships with both internal and external clients and their teams and developing knowledge of their businessActively contributing to client service initiatives in the group, including attending client events and seminars where requiredDeveloping and maintaining core sector understanding to support delivery of optimum client service Organising events as required to include external speakers and meeting and greetingTaking minutes in meetings when requested to do so Planning & OrganisationHow you use your organisational skills to ensure the lawyers you work with have the information they need on a daily basisLiaising regularly (at least on a weekly basis) with lawyers to identify work commitments and prioritising your workload accordinglyProactively identify areas of responsibility and tasks you can take ownership of and finding new ways to improve processes and contribute to objectives and strategy of relevant practice group/sectorDiary management for lawyers including arranging meetings and appointments, both internally and externally, ensuring the Outlook diary is up to date and holds all the necessary information in relation to the appointment including taking responsibility for booking travel, meeting rooms and arranging for necessary equipment and refreshmentsProactive advance monitoring of lawyers' diaries, reminding them of diary commitments and taking responsibility for the provision of all supporting paperwork and necessary information for each meeting Liaising with the travel company to make travel and accommodation arrangements (UK and international), keeping lawyers advised of any changes in scheduling and ensuring they have an accurate and up to date itinerary and all the relevant travel details are in the Outlook diaryLiaising with Business Operations to resolve problems on lawyers' behalf and taking ownership of the issue, following up where appropriateDelegation of appropriate work types/requests to all available support services in order to promote optimum efficiencyArranging internal meetings including but not limited to Office Briefings, Partner lunches/dinners and promotion events Managing CommunicationsHow you assist lawyers in their communications with colleagues and clientsTaking ownership of answering lawyers' telephone calls when they are unavailable, taking accurate messages and passing them on promptly, trying to assist and answer any non-legal queries if possible and ensuring the caller receives a satisfactory responseScreening, prioritising and dealing with lawyers' incoming e-mails, post and voicemail when lawyers are out of the office, acknowledging receipt and responding where able and appropriateManagement and co-ordination of lawyers' e-mails Preparing presentation slides and materials for internal/external meetings and eventsDrafting short letters, memos or notes (non-legal content) in a literate and professional mannerDrafting and sending office, group, sector wide communications as required to include collating responsesLiaising with Heads of Department, Group Heads, Sector Heads and Business Operations Directors and cascading relevant information Document & File ManagementHow you ensure that the documentation we produce is of the highest quality and our files are accurate and up to dateProactively ensuring that the Exigent transcription service and Document Production service is utilised effectively Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (e.g. formatting, numbering, CompareDocs etc).Coordinating typing of audio files, drafting correspondence, producing documents/letters/e-mails and memos Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers, preparation of client engagement letters, collating all the relevant information required and maintaining client files on a day to day basis, including delegation of filing where requiredEnsuring documents are filed on FileSite with correct file and matter details so that they can be located easilyUndertaking regular reviews of files and papers for lawyers, checking