Personal Assistant - Birmingham, United Kingdom - Gowling WLG (UK) LLP

Gowling WLG (UK) LLP
Gowling WLG (UK) LLP
Verified Company
Birmingham, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

About the role


A position has arisen for a Personal Assistant to join our Specialist Real Estate Services (SRES) team, in the Real Estate Group for secretarial and administrative support on a 12 month fixed term contract basis.

Providing fee earners with the administrative support needed to provide seamless legal services to clients.

Be proactively involved in all aspects of the management and execution of their fee earners' day-to-day workload by providing exceptional and proactive administrative support.

Act as workflow manager for other support services including delegating and supervising the completion of document production, file management and copying/scanning work.

Take an active interest in and obtain a thorough understanding of all aspects of client requirements to provide exceptional service levels to fee earners and clients.


Main duties and responsibilities:
Administrative

  • Manage diaries, ensuring they are up to date and reminding fee earners of meetings etc on a daily basis. Ensure critical date diaries are up to date and circulate to team.
  • Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external.
  • Coordinate travel arrangements in the UK and internationally, book and confirm reservations and deal with related details/papers/itineraries.
  • Arrange for files to be opened and closed, supervise general filing, efiling, scanning requirements and record keeping.
  • Support lawyers in marketing activities including involvement in preparation of pitches and presentations.
  • Good working knowledge of the property process and terminology with an ability to carry out property searches and enquiries and liaison with appropriate authorities, preparation of completion statements, reports on title, leases and conveyances and property forms.
Document Production

  • Coordinate correspondence, attachments, documents, reports, presentations, etc produced by the DPC team before they are passed to the relevant fee earner for approval/sign off and undertake basic/minor amendments where appropriate.
  • Produce and maintain Excel spreadsheets as required.
Financial

  • Coordinate the billing process and assist fee earners in the billing and credit control process by liaising with the fee earner and accounts and to produce financial/time reports through the system. Be aware of any service level agreements or arrangements with clients requiring bespoke billing information.


Any other relevant duties as reasonably requested by fee earners or Group Support Manager, or a person of an appropriate seniority.


About you

  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm.
  • Excellent telephone manner. Confidence to deal with routine client queries and take the necessary action in the absence of fee earners.
  • Excellent communication, organisational and team skills.
  • Excellent attention to detail.
  • Flexible, proactive and dependable with a resultsorientated approach.
  • Be able to remain calm under pressure, work to tight deadlines and prioritise workload.

What We Can Offer You:


The opportunity to work for a firm which has been recognised as one of the best places to work in the UK and has been ranked by Great Place to Work for 23 consecutive years.


Excellent benefits, including:

  • A hybrid approach to office (3 days per week) and remote working.
  • Generous annual leave, with the option to buy up to a week's extra annual leave
  • Private medical insurance, and the option to add family members
  • A generous pension allowance
  • Life assurance covering four times your annual salary
  • The chance of a threemonth sabbatical every five years
  • Maternity, paternity and adoption leave schemes
  • A range of health and wellbeing programmes
  • State of the art offices, in the heart of Birmingham City Centre, with an onsite restaurant
  • Opportunities to flourish in your role through training and personal development.
Many of our people work flexibly in some way.

If you would like to explore your own flexible working arrangements with us, we are happy to discuss this during the recruitment process.


Equal Opportunities:

Gowling WLG is committed both to promoting equality and diversity in the firm and to Equal Opportunities in employment.

The firm believes in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion or belief, age, disability, sexual orientation, sex, gender re-assignment and gender identity, marriage and civil partnership, and pregnancy, maternity and paternity.

This also includes any incidents of perceptive or associative discrimination and harassment.


At Gowling WLG we seek to attract and retain talented people from a diverse range of backgrounds and cultures, to create an exciting and rewarding place to work.

Our aim is to fulfil everyone's potential and toge
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