Float Legal PA

Owen Reed are recruiting for a Float Legal PA to join a top London Law firm.

The Float Legal PA will report to the Secretarial Services Manager.  The Float Legal PA will provide PA cover to all practice areas in the absence of personal assistants and document production specialists or during periods of high workload.

Duties of the Legal PA:
• Producing documents which are confidential and sensitive
• Proactive diary management looking ahead at fee earner diaries to remind them of diary commitments and taking responsibility for ensuring that they have all supporting paperwork and information for each meeting or appointment
• Arranging internal and external meetings and conference calls ensuring the smooth running of such meetings making the appropriate arrangements for any internal meetings (e.g. room set up, ordering refreshments), liaising with other departments as required
• Attending meetings to take minutes as required
• Booking training and courses
• Organising and arranging travel bookings, including hotels/taxis/flights/insurances/IT equipment and producing/amending itineraries for all external appointments or trips
• Providing pro-active client liaison including taking messages, passing on the information and dealing with queries as appropriate in a professional and timely manner
• Dealing with new client enquiries made by phone and email and passing on the information obtained for consideration by relevant fee earner
• Checking voicemails and emails when fee earners are away from the office, ensuring urgent messages are redirected as appropriate
• Helping fee earners to manage their email inbox by responding to clients to acknowledge receipt of emails (as requested) and filing emails (as directed)
• Producing draft engagement letters, terms of business, funding agreements, cancellation notices as required for fee earners to review and approve
• Obtaining transcripts and documents from the Court
• Co-ordinating outgoing post
• Undertaking file closure, including ensuring the file is properly prepared for archive and later destruction
• Assisting fee earners with billing procedures including: a review of pre-bills and making amendments as required; preparing final bills and covering letters; processing write-offs and reversals/credit notes as instructed by fee earners
• Assisting fee earners to manage client accounts as directed by the fee earner
• Completing of disbursement forms and confirming that they are on the system
• Supporting fee earners in the chasing of debts as requested
• Chasing fee earners for unposted time
• Time recording for fee earners when on leave (if previously directed by the fee earner to do so)

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