Legal PA - Intellectual Property

Our Client is an international law firm, with a rare and invaluable grasp of strategic commercial issues. They combine exceptional legal expertise with deep industry knowledge and refreshingly creative thinking, to help clients achieve their commercial goals. They have over 1,200 lawyers in 28 offices across Europe, the Middle East and Asia, as well as close ties with firms in other parts of the world.
The firm offers excellent prospects for progression and our culture provides all our people with world-class support to achieve their ambitions and goals. They are committed to maintaining an inclusive work environment. It is the policy there to consider all candidates fairly, regardless of race, sex, sexual orientation, religion, age or disability. We support an agile working environment and are happy to discuss flexible working.
An exciting opportunity has arisen in our Intellectual Property department for Legal PA.

The key objective of the role is to provide an exceptional level of secretarial support to the lawyers within the department.  Also to be recognised throughout the firm as reliable, responsible and trusted to work closely with the Partners, Associates and other fee earners in their department.  Liaising closely with a wide range of people across the firm, working as a team both in the UK and internationally to deliver excellent service for our clients is also a main requirement.

• Demonstrates an understanding of the firm, its sectors and how the PA role contributes towards success.
• General 'PA duties' including: accurate message taking; monitoring emails; file management; audio/copy typing, marking up and formatting documents, archiving and filing on the Document Management system.
• Document organisation, indexing and assembly of files.
• Day to day online diary management.
• Setting up internal and external meetings, lunches and conference calls.
• Arranging travel and any relevant accommodation, producing itineraries and schedules, booking transfer travel as necessary.
• Team work – assisting others in the department, and occasionally in other departments as the need arises, covering for absence, picking up telephone calls for the group, helping to ensure printers are well stocked throughout the day, etc.
• Communication with clients – organising meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for their fee-earners.
• Preparation of PowerPoint presentations and Excel spreadsheets.
• Assisting with the preparation of marketing materials and Pitch Pack documentation.  Liaising with the Marketing & Business Development department in this regard.
• Liasing with the CRE for any key client responsibilities and duties that may be required from time to time
• Billing/WIP management for partners; assisting in the production of bills and liaising with billing co-ordinators and the credit control team.
• Registration Desk – form completion for new client and matter openings, conflict and AML checks.
• Time sheet entries - ensuring weekly inputting of time recording entries onto timesheets for assigned lawyers whenever needed.
• CRM – taking responsibility for updating contact and relationship information in the CRM from assigned lawyers;