Professional Assistant

This position is responsible for performing a variety of administrative and word processing duties while exercising sound judgment over work priorities with minimal supervision. Strong legal and administrative skills, as well as the ability to multi‑task and perform well under strict deadlines, are required. Candidates must be strong team players as they will work closely with other PAs in a team environment while managing workflow from lawyers across the office.

Responsibilities

• Types and edits documents quickly and accurately, proofreading for content and typographical errors.
• Able to amend large documents using document house-style for numbering and formatting.
• Utilises firm technology (i.e. Microsoft Word, Excel, PowerPoint, NetDocs and Outlook) effectively.
• Completes work product according to instructions and within the requested time frame.
• Must be able to handle complex travel arrangements, including flight and hotel bookings, as well as visa arrangements. Liaising with other offices to arrange support for visiting London lawyers.
• General administrative duties to include, among other things, meeting coordination for both internal and external meetings, managing Outlook, arrange conference room bookings, provide full details to reception team and coordinate with conference services and IT, refreshment requirements/IT requirements.
• Inputting expense reports using Chrome River; ensure AMEX expenses are processed in a timely manner.
• Understands the Firm’s time entry system and assist lawyers with the process and input time as requested.
• Understands and implements conflict searches, new file opening and new business memorandum process with efficiency and in a proactive manner.
• Excellent communications skills, being able to liaise with lawyers, business professionals and external clients.
• Answers telephone calls, takes messages or provides information as appropriate.
• Closes files as necessary and process files for archiving and sends materials to off‑site storage as necessary; promptly handles the filing of legal or other administrative materials (physical and electronic).
• Attends all available training classes to keep up to date with technological advances and software upgrades.
• Develops good working relationships with all attorneys and business professionals.

Additional Duties

• Performs other duties as assigned.

Working Conditions

• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is primarily dependent on input from others.
• In office job with current policy of four days in office and one day working from home, which is subject to change with reasonable notice.
• Long hours are required periodically and overtime may be required.

Minimum Qualifications

• High School education.
• Five years legal secretarial experience required with litigation experience preferred.

Special Knowledge

• Requires strong legal and administrative skills, as well as an ability to multi‑task and perform well under strict deadlines.
• Must be extremely well organized and detail‑oriented.
• Familiarity with document management systems a plus.

Technical Skills

• Experience in Microsoft Word (including creating and revising documents) and Outlook required.
• Experience in PowerPoint, Excel, NetDocs and Visio strongly preferred.

Attributes

• Excellent written and verbal communication skills and be able to follow instructions effectively.
• Exceptional communication and organisational skills.
• A self‑starter who can work independently as well as within their designated team.
• Must possess excellent customer service skills and be flexible in handling changing priorities necessary to support business needs.
• Excellent interpersonal skills and able to maintain a good rapport with various personnel at all levels.
• Strong team player.
• Capable of being guided and willingly accept feedback to facilitate a harmonious, professional working environment.

Other Qualifications

• Ability to manage people and maintain a good rapport with various personnel at all levels.
• Ability to handle sensitive and/or confidential documents and see projects through to completion.

Job Details

• Seniority level: Mid‑Senior level
• Employment type: Full‑time
• Job function: Administrative
• Industry: Law Practice