Legal PA

AJ Chambers has a great opportunity for a Legal PA to join a top International Law Firm based in the City of London.

The position will sit within the Residential Property team in Private Client dealing with core HNW individual and focussing on supporting at Senior Partner level.

The Role:

• Distribute and co-ordinate appropriate support for specific client projects
• Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
• Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
• Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management:

• Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
• Take an active role in relationship management and client care
• Enter and ensure accuracy of client information on the Client Relationship Management system, currently
• Communicate with external clients both independently and upon instructions from Partners and Fee Earners
• Arrange client meetings and ensure efficient responses to written and verbal client queries
• Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee earners accordingly

Communication:

• Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on promptly
• Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
• Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners

Financial:

• Assist Partners and Fee Earners in ensuring time recording is up to date and captured promptly
• Liaise with the appropriate Finance team with invoices, expenses, client billing and accounts
• Process invoices and expenses on the online system, currently Chrome
• Assist the billing and credit control processes and liaise with the Finance team about these to ensure a consistent and efficient approach
• Produce standard financial and time reports through the system

Administrative:

• Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed promptly
• Monitor and track all tasks and prioritise accordingly
• Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
• Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
• Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
• Arrange for the photocopying, scanning, printing and filing to be carried out by the team
• Arrange for files to be opened, closed and maintained
• Supervise Client Services Administrators’ record keeping and general filing tasks
• Use effective systems to ensure both short and long term tasks are completed within required timescales

Other Duties & Responsibilities:

• Assisting other members of the team, both proactively and at the request of the Client Services Lead
• Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
• Short dictations and basic amendments and document updates
• Conflict searches, file opening and risk assessment forms
• Drafting letters of engagement
• Updating and maintaining integrity of information held in Outlook, InterAction and 3E
• Minor document production amendments and assistance
• Working effectively with other legal and Business Resource teams as required
• Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client

Person Specification:

• Accurate typing speed of at least 60 words per minute
• Advanced knowledge and experience of using Software including all Microsoft Office packages
• Experience of using Practice Management systems

For further information please contact Ella at AJ Chambers.