Senior Legal PA

Overview

I am working with a US law firm based at Liverpool Street and they are looking for an experienced Legal PA who has worked at management level. The role is working for Head of Department and the hours are 9.30am-5.30pm and this is office based for the first six months.

• Secretarial support, including:
  Extensive and pro-active diary management across time zones, meeting scheduling and understand stakeholder preferences and rectifying clashes. Understanding the priorities for the day/week and helping to manage the time to the best effect
• Organise internal and external meetings including all ancillary arrangements (e.g., book meeting rooms and refreshments, prepare agendas, technical support and proactively prepare any necessary document packs
• Build strong relationships with client EAs and other key stakeholders to understand how to work quickly and efficiently across the business
• Develop and maintain a comprehensive knowledge of the Head of the Practice group’s work and team priorities
• Document management, document comparison, document formatting and applying house styles, fixing corrupt documents, incorporating amendments and general correspondence
• Arrange travel and itineraries, to include keeping travel information updated (e.g Visas and passports) and to maintain and keep up to date knowledge of Firm travel policies and procedures and proactively checking country specific safety advice
• Create and maintain rolling ‘to-do’ lists and proactively prompt and drive forward as necessary
• Use initiative to manage email accounts and to develop and maintain systems to promote efficiency
• Arranging restaurant bookings and maintaining a list
• Understanding and making best use of the Head of Practice’s time when arranging client breakfasts, lunches, dinners in the West End and City
• Business Development Events and regularly keeping and maintaining all client information updated in Interaction
• Weekly input of time management for legal staff
• Personal ad-hoc work
• Administrative support, including:
  Managing compliance processes
• Assisting with billing
• Expenses and invoice processing
• Copying, archiving, e-filing and filing
• Assisting team secretaries with work as and when required
• Undertake additional project co-ordination and ad-hoc work, as required

Flexibility is essential as there will be occasions when extended hours are required (overtime is payable).