Personal Assistant

Personal Assistant - Corporate

We are looking for a Personal Assistant to join the corporate department working for a partner 1:1.  The Corporate department acts for businesses, wealth owners and dealmakers to help them make the right choices for their private capital and ventures and then offer the practical support to populate, grow and protect their assets. 

Responsibilities/Duties of the Personal Assistant
-To provide all aspects of general administrative support including, but not limited to, diary management, travel planning, expenses, maintenance of calendars and contact lists, management of client files and folders, filing, photocopying, arranging couriers and updating contacts on Interaction
-Proactive and advance monitoring of fee earner diaries, reminding  fee earners of diary commitments and taking responsibility for ensuring that they have all supporting paperwork and information for each meeting or appointment
-Plan, coordinate, schedule internal/external meetings and conference calls (UK and overseas)
-Dealing with telephone enquiries, managing client enquiries/requests for meetings and taking accurate messages and passing them on promptly or trying to assist and responding on behalf of the fee-earner, if appropriate
-Overseeing and prioritising incoming email, post and voicemail when fee earners are out of the office, acknowledging receipt and responding on behalf of the fee-earner, if appropriate
-Dealing with all internal and external clients in a timely, professional and courteous manner
-Prepare and type, proofread and amend documents, either from dictation, general instruction or by personal drafting. Documents will include letters, reports, attendance notes, memos, faxes, and emails, ensuring that all copies (electronic and paper) are retained and filed accurately
-Preparing presentation slides and materials for internal/external meetings and seminars in the Firm's house style
-Create files and manage the filing system for fee earners (paper and electronic) by ensuring all relevant documents are sorted and accurately filed regularly. When required, the management of closed files, ensuring, these are effectively archived.
-Maintain extensive and complicated billing records, prepare billing guides and assist with the monthly billing process, liaise with credit control regarding outstanding / unpaid bills. Also maintain and update Client Matters and numerous spreadsheets.
-Opening and closing of files including completing conflict checks, preparation of client engagement letters, collating all the relevant information required and updating client files regularly
-Checking accounts system for monies on account and whether bills have been paid
-Liaising with support departments to resolve problems on fee-earner's behalf, taking ownership of the issue and following up where appropriate
Proactively managing all tasks related to administrative support using initiative and common sense ensuring a responsive stance on all matters
-Provide assistance to other Partners and fee earners during the absence of other secretaries in the team, as and when required

Skills/Experience
-Strong PA/secretarial skills
-Strong background of working in a Corporate department in Private Practice highly desirable
-A positive "can do" attitude
-A willingness to take on additional tasks and assist others when required
-Ability to work with people of all levels of the business and handle all responsibilities with a high level of diplomacy and professionalism
-An ability to work under pressure, prioritise, multitask and balance various work requests
-A self-starter with a team focussed approach
-Demonstrable potential to be strong and positive role model for business support
-MS Office package knowledge is required specifically PowerPoint, Excel & Word

Skills/Attributes
-Excellent attention to detail
-Excellent organisational skills
-Ability to effectively manage own workload
-Ability to communicate effectively with people at all levels
-Ability to work independently and as part of a team
-Personable and confident, able to build relationships with partners/ key stakeholders
-Resilient and calm under pressure
-Adaptable and flexible approach
-Pro-active and takes initiative

For more information please contact Lauren Quarrington