Legal Administrative Assistant - London, United Kingdom - Owen Reed

Owen Reed

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Owen Reed is looking to recruit a Practice Assistant to join a top law firm in London.

The Practice Assistant is primarily a Partner focussed role, based within a practice area in one of the Firm's fee-earning departments.

The Practice Assistant will workwith specified Partners and/or other senior fee earners to provide proactive, timely and high quality administrative/co-ordination support.

The Practice Assistant will need to be a self-motivated organised individual, who will be able to manage a busy workloadand take responsibility for following tasks through to completion.

Duties and Responsibilities:

Full proactive and advanced calendar management for assigned feeearners, including scheduling calls/meetings (ensuring all supporting papers/information are available for each meeting), looking ahead and followingup as needed to ensure best use is madeof feeearners time).
Ensuring the feeearners working on the case are fully prepared for all client meetings by collating required information (and input from others), preparing background information and notes as needed, supporting the followthrough of action points etc.
To work with the client lead Partner and BD team to plan and deliver the Client Care programme, including meetings, mailings and events and to coordinate and share client related news searches.
To develop a strong working knowledge of the Firm's billing systems, including processes, IT systems and specialist support available internally, to support the feeearners in being able to prepare and issue timely and accurate bills to clients.
Supporting feeearners with monitoring and addressing unpaid bills, liaising with Credit Control as required.
To coordinate the WIP lists and billing on behalf of Partners, including liaison with billing team. Proactive monitoring of time and bills against the estimate.
To support feeearners in the smooth running of the client/matter lifecycle, following documented procedures, and working closely with internal client onboarding and compliance specialists to ensure all required information/documentation is obtained, issuedand correctly stored on the Firm's systems. This will involve proactively chasing feeearners and their clients for any missing information as well as full management of client files etc.
To track and monitor client engagement with Firmwide communications, mailings and events and to update client Partner. To coordinate smaller events, and to help prepare content and presentations to the client. Where applicable, to manage Client Handbookand to keep central CARE BD status report updated monthly.
Assisting feeearners keeping their LinkedIn and profiles up to date.
Organising business breakfasts, dinners or smaller events and assisting feeearners with expenses.
Researching company/client information and biographies.
Logging referrals and contacts to interaction and management of Interaction lists.
To oversee and monitor the checklist for the relevant matters and to support the feeearning staff to ensure compliance with the Firm's documented (Compliance) checklist and guidelines, particularly around subsidiaries, new matters, conflict checks, searchesetc.
Full management of travel and expenses for assigned feeearners, ensuring business travel is booked via the Firm's inhouse provider. This will include both routine and more complex travel arrangements, ensuring that feeearners are provided with full itineraries,supporting materials and that business expenses are captured, approved and processed for payment in line with policy.
Ensuring all documents are maintained and filed in line with the Firm's electronic and hard copy filing protocols.
If hired within the team, collaborating with Administrative Assistants to ensure that they provide support with filing and archiving, scanning, photocopying, updating contacts on Interaction and arranging couriers etc.
Working closely with internal document/presentation experts for more specialist tasks, such as the preparation of longer or more complex documents, pitch/presentation materials etc.
Liaising with other internal departments to obtain specialist input as needed, taking ownership of issues and following up where appropriate.
When required stepping up to cover the Division Assistant, Client Co-Ordinator/Case Administrator or other Practice Assistants.

Skills/Experience

Previous experience gained in an administrative role supporting a team in a similar professional services environment (ideally legal).
Strong time management skills; will need to juggle a number of tasks at any given time, plan ahead, and have the ability to reprioritise and adapt to changes in requirements.
Excellent attention to detail, with the ability to deliver work to a consistently high standard of precision (even under pressure) in an environment where accuracy is prized.
A flexible approach to work: able to respond positively and willingly to changes to requirements, schedules, work required etc.