Legal Assistant

Legal Assistant

Owen Reed are recruiting for a Legal Assistant.  The Legal Assistant will report to the London Office Manager.

The Legal Assistant will provide high level secretarial and administrative support to the London Managing Partner and other attorneys, or paralegals where necessary.  Ensure all communications to and from the London Managing Partner are handled in a highly confidential, efficient and diplomatic manner.  Provide excellent and personalised client care in order to enhance and promote communication and facilitate attorney/client relationships.  Produce a large volume of consistently excellent work product. 

ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE LEGAL ASSISTANT
• Answer phones in addition to prioritising, responding to and/or relaying messages in a timely manner.
• Manage and co-ordinate calendars, meetings, conferences/seminars, and extensive travel schedules(including the preparation of itineraries and business visa applications).
• Constantly monitor schedules and email communications (where appropriate), make adjustments as required to accommodate changing circumstances and proactively keep all appropriate individuals informed of changes.
• Establish and maintain confidential office files/records and display a high level of initiative by proactively updating all files as required.  Ensure the safeguarding, security and appropriate access to confidential information.
• Prepare and proofread legal documents and correspondence from handwritten material, rough-copy or digital dictation. Where appropriate edit documents for correct phrasing and grammar, in order to improve the flow of the message without altering its meaning.  Where appropriate reformat, spell check, and finalise attorney work product.
• Compose correspondence, memoranda and drafts of routine documents for review and signature as directed by the attorneys and occasionally on own initiative.
• Prepare expense reimbursement forms
• Operate computer equipment in performance of daily duties; effectively use various software applications necessary to perform required duties.  Effectively manage electronic documents and emails for easy retrieval.
• Provide reception cover where necessary and assume other general office responsibilities as required.

OTHER SUPPORT
• Maintain client and administrative files in an organised manner and in accordance with Firm procedures. 
• Maintain current lists of files, account numbers, client names and addresses and other information as required.  Preserve and protect the confidences and privileged communications of all clients.
• Enter attorney timesheets on a timely basis.
• Open new files; maintain all client and general files.  Conduct periodic reviews for possible storage of older files; prepare files to be closed.
• Participate in administrative support for hearings, arbitrations and/or client meetings.
• Perform other such duties that may be assigned.
• Support other legal assistants and their assigned fee earners in the event of absence

For more information please contact Jane Alexander