Legal PA

London

AJ Chambers represents a highly supportive, International Law Firm based in the City of London that is seeking a Legal PA for the Construction team.

This is a permanent full-time role paying up to £44,000, with 2 days from home a week. You must have prior experience working in a similar position, in a Law Construction department.

The Role:

Project Co-ordination

Distribute and co-ordinate appropriate support for specific client projects

Set up processes for client matters through liaison with Partners, Fee Earners and client contacts

Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks

Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management

Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner

Take an active role in relationship management and client care

Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction

Communicate with external clients both independently and upon instructions from Partners and Fee Earners

Arrange client meetings and ensure efficient responses to written and verbal client queries

Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly

Communication

Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner

Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners

Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners

Financial

Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner

Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts

Process invoices and expenses on the online system, currently Chrome

Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach

Produce standard financial and time reports through the system

Administrative

Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner

Monitor and track all tasks and prioritise accordingly

Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements

Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering

Ensure travel bookings are completed and that relevant information is submitted and communicated in advance

Arrange for the photocopying, scanning, printing and filing to be carried out by the team

Arrange for files to be opened, closed and maintained

Supervise Client Services Administrators’ record keeping and general filing tasks

Use effective systems to ensure both short and long term tasks are completed within required timescales

Other duties and responsibilities:

Assisting other members of the team, both proactively and at the request of the Client Services Lead

Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)

Short dictations and basic amendments and document updates

Conflict searches, file opening and risk assessment forms

Drafting letters of engagement

Updating and maintaining integrity of information held in Outlook, InterAction and 3E

Minor document production amendments and assistance

Working effectively with other legal and Business Resource teams as required

Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager

Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

The Ideal Candidate:

A Client Services Executive has responsibility to ensure that their skill set is up to date and they are familiar with our Firm’s Teams, key individuals, clients, internal systems and procedures. This will ensure that the Client Services Executive is able to carry out the role effectively and where appropriate, discuss any training requirements with the Client Services Lead.

In addition to this:

Accurate typing speed of at least 60 words per minute

Advanced knowledge and experience of using Software including all Microsoft Office packages

Experience of using Practice Management systems

Demonstrate solutions-focused working methods

Demonstrate the ability to use initiative and develop solutions to ensure a good service is provided at all times

Competencies:

Excellent verbal and written communication skills

Solid Customer Service centric experience and work ethic

Proactive Team Player

Organised

Good interpersonal details with the ability to adapt style and approach

Attention to detail and accuracy

If you feel you would be suitable, please apply directly or contact Jess at AJ Chambers.