At a Glance
- Tasks: Support a partner and corporate team with document management, travel planning, and client liaison.
- Company: Join a fantastic US law firm in the City with a strong reputation.
- Benefits: Enjoy a competitive salary, flexible working after six months, and excellent benefits.
- Other info: Office-based for the first six months, then flexible schedule of four days in-office and one day remote.
- Why this job: Gain valuable experience in a dynamic environment while contributing to exciting projects.
- Qualifications: 5 GCSEs including Maths and English, plus CILEX Level 3 qualification required.
The predicted salary is between 50000 - 55000 £ per year.
Job Description
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. Please see below the job spec
\n\nTeam Structure
\n\nThis role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships, are key to the success of this role.
\n\n\n\nResponsibilities will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.
\n\n\n\nMain responsibilities
\n\n\n\nAdministrative
\n\n- \n\t
- proactively 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.). \n\t
- Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy. \n\t
- Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly. \n\t
- 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. \n\t
- 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 times \n\t
- Coordinate and assist with global visitors. \n\t
- Arrange photocopying, printing, scanning, organising post and couriers, etc. \n\t
- Ensuring partner PDPRs are up to date \n
Client relationship management
\n\n- \n\t
- Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams \n\t
- Support lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentations \n\t
- Support the internal business development team by undertaking an event secretary role, managing the e-alert process, assisting with legal directory administration and delegating tasks appropriately \n\t
- Proactively maintain and update the client relationship management system, ensuring any follow-ups are actioned \n\t
- Attend and contribute to team meetings as required, detail and progress action points as appropriate \n
Financial
\n\n- \n\t
- Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all times \n\t
- Coordinate and action the production of accurate compliance documents (including drafting engagement letters, critical information and collection proforma, etc.) \n\t
- Attend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreed \n\t
- Produce and review WIP reports, identifying matters for billing, write-offs, debtors and client credits \n\t
- Manage 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 approval \n\t
- Preparing covering emails/letters, and ensure completed invoices are despatched in a timely manner and uploaded into delivered bills \n\t
- Using Aderant to assist fee earners with financial queries, producing reports if required \n\t
- Ensuring disbursements and all client payments are processed accurately, having completed all relevant pre-checks \n\t
- Undertake client audits and prepare draft documentation \n\t
- Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately \n
Communication
\n\n- \n\t
- Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately \n\t
- Using 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 efficiency \n\t
- Draft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriate. \n
Document and File Management
\n\n- \n\t
- Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if required \n\t
- Actively filing documents appropriately within iManage, ensuring compliance with the firm’s naming conventions policy \n\t
- Following 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 storage \n\t
- Undertake regular file reviews, closing finished matters when appropriate \n
Additional Responsibilities
\n\n- \n\t
- Proactively identify areas of responsibility and tasks to take ownership of the same \n\t
- Drive processes through to delivery via appropriate workflows (i.e. partners, business service teams, etc.) \n\t
- Support additional stakeholders and colleagues as and when required \n\t
- Identify and facilitate knowledge sharing within peer group and wider team \n\t
- Mentoring and coaching junior members of the team \n\t
- Identifying areas for continuous improvement and implementing solutions \n\t
- Maintain strong knowledge of own practice, key matters, business issues and ‘hot topics; so that appropriate priority is given to queries and requests. \n
Attributes/Skills Required
\n\n- \n\t
- Excellent academic background \n\t
- Relevant experience, ideally gained in a law firm \n\t
- Experience of complex travel and diary management \n\t
- Forward thinking and being able to drive tasks forward independently \n\t
- Advanced Microsoft Office skills \n\t
- Commercial and financial acumen \n\t
- A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality \n\t
- Confident and professional manner with the ability to build strong relationship with fee earners and clients \n\t
- Excellent communication skills and the ability to interact at all levels \n\t
- Collaborative and supportive of the business and its initiatives \n\t
- Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate \n\t
- Strong organisational skills and excellent attention to detail \n\t
- Ability to remain proactive and flexible at all times \n\t
- Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure \n\t
- Anticipate and identify potential problems and provide innovative solutions \n\t
- A strong team player \n
Legal PA in London employer: Stour Bay Partnership Limited
This prestigious US law firm in the City is an exceptional employer, offering a dynamic work environment that fosters professional growth and development. With a competitive salary range of £50,000 to £55,000 and a comprehensive benefits package, employees enjoy a flexible work schedule after an initial office-based period, promoting a healthy work-life balance. The firm's commitment to excellence and supportive culture makes it an ideal place for those seeking a rewarding career in the legal sector.
Contact Details:
Stour Bay Partnership Limited Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Legal PA in London
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as Intapp Time and Chrome River. Having a solid understanding of these tools can set you apart from other candidates and show your commitment to the role.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've managed multiple tasks or projects simultaneously. This will demonstrate your ability to handle the diverse responsibilities of a Legal PA effectively.
✨Tip Number 3
Network within the legal industry, especially with professionals who work in corporate law. Attend relevant events or join online forums to connect with potential colleagues and gain insights into the firm's culture and expectations.
✨Tip Number 4
Prepare for the interview by practising common questions related to diary management and client liaison. Being able to articulate your experience in these areas will help you convey your suitability for the role confidently.
We think you need these skills to ace Legal PA in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant experience and skills that align with the responsibilities of a Legal PA. Emphasise your document management, diary management, and communication skills, as these are crucial for the role.
Craft a Compelling Cover Letter:Write a cover letter that showcases your enthusiasm for the position and the firm. Mention specific experiences that demonstrate your ability to handle the tasks listed in the job description, such as managing travel itineraries or supporting business development.
Highlight Relevant Qualifications:Clearly state your qualifications, including your GCSEs and CILEX Level 3 certification. If you have experience with specific software mentioned in the job description, such as Intapp or Chrome River, be sure to include that as well.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. Attention to detail is key in this role, so make sure your application reflects that quality.
How to prepare for a job interview at Stour Bay Partnership Limited
✨Showcase Your Organisational Skills
As a Legal PA, you'll need to demonstrate strong organisational abilities. Prepare examples of how you've managed multiple tasks or projects simultaneously in previous roles. This will show your potential employer that you can handle the demands of the position.
✨Familiarise Yourself with Relevant Software
Make sure you're comfortable with the software mentioned in the job description, such as Outlook, Word, Excel, and PowerPoint. If you have experience with Intapp Time or Chrome River, be ready to discuss it. Showing that you can hit the ground running with these tools will impress your interviewers.
✨Demonstrate Discretion and Confidentiality
Given the sensitive nature of legal work, it's crucial to convey your understanding of confidentiality. Prepare to discuss situations where you've had to handle confidential information and how you ensured its security. This will reassure the firm of your professionalism.
✨Prepare for Scenario-Based Questions
Expect scenario-based questions that assess your problem-solving skills and ability to manage time effectively. Think of specific instances where you've had to prioritise tasks or deal with unexpected challenges, and be ready to share those experiences during the interview.
