Legal PA

• Provide fee earners with effective, pro-active, professional and high quality Legal PA support that enables them to focus on providing legal services to clients
• Pro-actively manage and maintain partner and fee earners' diaries, making appointments and co-ordinating internal and external client meetings, and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes
• Arrange (or delegate to Legal Admin Assistants)the booking of meeting rooms, video conference facilities, cars, refreshments, restaurants etc, and liaise with internal and external meeting attendees
• Management of fee earners’ inboxes when they are out of the office (holidays/long meetings) and monitoring and responding to post and/or emails, prioritising correspondence to enable fee earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action
• wherever possible, responding to and filing emails in to iManage on behalf of partners and fee earners to reduce volume
• Responding and dealing with external or internal telephone calls and queries in a professional manner, taking clear and concise messages for other members of the practice group as required
• Organising travel arrangements through the travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries
• Organise individual client entertainment – e.g. deal closing dinners/drinks, table plans, travel booking, arranging small-scale hospitality for Partners or teams
• Arrange events (invitations and bookings for in-house and small external gatherings, individual client entertainment deal closing dinners/drinks, table plans, travel booking etc), occasional support at event e.g. registration desks
• Manage flow of complex legal documents and presentations to DPS, ensuring house style and deadlines
• Draft and type client correspondence (including BigHand dictation), proofread for accuracy, and retrieve documents from iManage
• Prepare agendas, presentations, and meeting papers
• ensure timely distribution and planning
• Support billing by liaising with the billing team, producing documentation/reports, and prompting fee earners
• understand Elite financial reporting
• Maintain and update fee earner CVs on Connexus
• add new deals/cases and notify BD of web CV changes
• Amend/create capability statements, riders, and client-facing documents
• source CVs and submit edits to BD
• Produce engrossed documents with multiple appendices
• Undertake or delegate day-to-day administrative tasks, including: Printing, small-volume photocopying/scanning, and managing large-volume document production/courier jobs
• Processing travel invoices, expense claims, and maintaining copies
• Handling payments for memberships and preparing admin for money transfers (e.g., CHAPS)
• Open files, conduct conflict searches, and complete money laundering checks in liaison with the Business Acceptance Team
• Organise and maintain document management systems, including file closing, archiving, and ensuring electronic filing of paper documents
• Create, upload, and maintain client sites and extranets
• collate and index legal documentation, deeds scheduling, and manage deed databases
• Update DynamicsCRM with contacts and BD activities
• maintain mailing lists and contact reports
• Assist with speaker CVs, event materials, RSVPs, and delegate queries
• notify fee earners of events
• Maintain deal database with marketing
• ensure partners log post-closing details
• Support inclusivity initiatives: book rooms, coordinate meetings, arrange events (invitations, catering, speakers)
• Assist Knowledge Lawyers with know-how sessions: compile programmes, liaise with L&D, manage AV, copy materials, set up rooms, return CPD sheets
• Update audio/video content on Connexus and support Knowledge Management team with external speakers
• Undertake research using internet and databases
• Responsible for ensuring the smooth day-to-day running of the office, covering areas such as health and safety, facilities, IT support, reception and postroom duties and general administration
• Liaising with building management and service providers, overseeing supplies and budgets, coordinating training sessions, meetings and office events, and supporting HR and staff communications
• Acting as a central point of contact, this position helps maintain a safe, efficient, and welcoming workplace environment for staff and visitors

• Legal PA experience required
• Real Estate Legal PA experience preferred but not essential
• Sound knowledge of Microsoft and other commonly used legal applications
• Effective and professional telephone manner
• Client service orientated approach and ability to use industry knowledge and experience to anticipate needs and respond to requests/queries from clients on own initiative
• Able to work either on own initiative or as part of a team
• Displaying sound judgement and decision making/problem solving skills
• Being attentive to detail
• sense and quality checking your work and the work of others and identifying quality issues and address problems prior to fee earner review
• Accountable and professional
• Business and commercial awareness
• Ability to develop self and others and be learning oriented, wanting to learn and seek improvement
• Ability to display discretion when dealing with sensitive and confidential information
• Be willing to learn and understand different cultures as well as have the required patience to ensure good working relationships
• Flexibility with responsibilities and working hours as required and willingness to go the ‘extra mile’ as required
• Constant enthusiastic, can-do, positive and proactive approach to tasks and situations, as well as requests for action outside normal scope of duties
• Ability to take personal responsibility, ownership and behave responsibly
• An excellent communicator, both oral and written
• being clear and concise and use appropriate, intelligent and professional language in all verbal and written communications, including email
• Friendly, co-operative and approachable at all times
• Remains calm and focussed under pressure, i.e. when faced with high volume workloads or difficult situations, but know when to seek assistance
• Ability to build relationships with Partners, Fee Earners, Legal PA Managers, other Legal PAs, Legal Admin Assistants and external clients/contacts
• Listening carefully and question to make sure you have all the information you need to take action
• Ability to maintain tact and diplomacy, trust and confidentiality
• Proven ability to plan and manage own workload and multiple tasks, and prioritise work calmly and effectively in a pressurised environment, and adapting to changing workloads, deadlines and new developments
• Naturally organised person who constantly strives to improve processes and increase efficiency
• Driven to become fully involved in the role

Real Estate Legal PA experience