Real Estate PA

9 month FTC for a Real Estate PA in a prestigious London Law firm. 

Responsibilities
•    To support fee earner administrative activities (for example, bundling, indexing, general organisation etc.)
•    To support client activities and requirements in a proactive manner, liaising with clients e.g. take messages, pass on information, deal with simple queries, meet and greet and client events
•    To prepare client registration documents, engagement/assignment letters, conflicts checks, money laundering and audit Letters, with direction from partner/fee earner
•    To manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required
•    To ensure documents returned to fee earner accurately reflect the original request before returning work, including proofreading the document, checking spelling, grammar, sense, amendments and presentation
•    To undertake general filing administration, liaising with Filing Administrator as appropriate
•    To pro-actively manage diaries, arrange meetings
•    To undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence
•    To undertake limited typing i.e. urgent short documents (digital and non digital dictation)
•    To make travel arrangements (visas, flights, hotels, dinners)
•    To work collaboratively with other secretarial support for the Department, to provide a responsive and professional secretarial support service to fee earners and clients
•    To ensure that there is comprehensive telephone cover across the department, in accordance with the standard operating procedure
•    To organise and liaise with Filing Administrators for routine administration tasks and the Document Support Unit for document production/amendments
•    To provide personal support (non BM related), subject to PA's discretion
•    To maintain CRM by updating InterAction and maintaining fee earner contact list
•    To support Marketing and BD administration e.g. prepare pitch documents, arrange marketing events, ad hoc research
•    To support billing processes and timesheets
•    To co ordinate Training administration e.g. book rooms/refreshments, arrange printing of slides and materials, ensure equipment and room set up, create attendance sheet and collect signatures for CPD purposes, liaising with L&D Team
•    To support less experienced members of the team e.g. mentoring or buddying
•    To work in accordance with Standard Operating Procedures

Jobholder Requirements
•    Career-minded candidates who have legal sector or other professional services experience / background, i.e. from the Big Four or banking sector.
•    'Can-do' attitude, demonstrates proactivity and takes the initiative
•    Consistently demonstrates secretarial competencies to the highest level in all areas
•    Strong technical skills, including proficient in all software packages (Word, Excel, PowerPoint)
•    Excellent communications skills, both written and verbal
•    High level organisational skills
•    Understanding of the importance of Client Service
•    People Management experience
•    Working knowledge of house style, document management systems, templates and precedents