Senior Legal PA

Role and responsibilities

General PA Duties - PA support, diary management, management of calls, emails and post etc.
o Daily maintenance of diary events and organisation of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
o Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
o Proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
o Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
o Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
o Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
o Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
o Deal/Matter Support - Coordination of file opening, client care, and end of matter details

Document Support - Preparation of client documentation and correspondence
o Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
o Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
o Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
Finance - Coordination and preparation of invoices and all expense claims
o Demonstrate an understanding of the end-to-end billing process and financial system
o Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
o Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
o Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
o Edit time narratives within 3E, print billing guides and prepare invoices
o Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing

Business Development
o Work on client pitches, to include awareness of date for submission to client; liaison with Business Development, Creative Services and Printroom for timely production of documentation
o Coordinate/organise client events and ensure all details, post-event, are followed up
o Undertake research on clients or potential clients, including putting together briefing packs as and when required
o Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
o Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
o Understand and appreciate key client contacts and build relationships with PAs at key clients

Supervisory

o Proactively monitor busyness of PAs in the team to ensure work is distributed fairly
o Communicate to the team arrangements for covering absences and working hours of PAs
o Cascade any appropriate information to the PA and fee earner team
o Maintain working relationships databases
o Take responsibility for department induction and new joiner checklist
o Ensure LPA team follow standard operating procedures, best practice initiatives and all group-specific procedures
o Enter absences of designated team on absence management system and ensure staff records are maintained accurately
o Where agreed, carry out initial return-to-work meeting following sickness.

Escalate any issues to GM
o Hold initial conduct issue conversations with LPAs - e.g. timekeeping, use of social media/telephone. Escalate when necessary
Recruitment and Training
o Carry out CV screening for new joiners and pre-interview testing where necessary
o Provide regular coaching/training for new joiners and under-performers in conjunction with GM and/or HR
Performance Review Process
o In conjunction with GM, produce first draft review forms for PA team appraisals
o Assist GM with post-performance review objective meetings

Ad hoc
o Assist GM with ad hoc projects/implementing new procedures/ideas
o As directed, coordinate office/equipment moves
o Administer vacation placement/work experience scheme
o Due to the evolving nature of the business, there may be tasks in addition to the above which the SLPA will need to perform, dependent on department

The successful candidate will 

o Show a proactive approach to tasks and situations

o Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
o Maintain tact and diplomacy, trust and confidentiality
o Demonstrate outstanding communication skills and ability to position tone and structure communications effectively
o Build successful relationships with fee earners to identify individual requirements
o Have an enthusiastic approach to change and adapt to an ever-evolving role
o Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
o Ensure familiarity and compliance with standard operating procedures and any group-specific procedures
o Take responsibility for ensuring personal development and IT skills are maintained and improved
o Demonstrate ability to delegate and balance workload of a team effectively
o Ensure PA team provides an exemplary standard of service to clients, whether internal or external
o Promote an open and trusting environment, lead by example and inspire others