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Owen Reed are recruiting for a Legal Personal Assistant to join a top law firm in London providing specialist legal advice on the whole spectrum of private and business issues, helping clients to preserve and transmit their family assets and wealth (advising on trusts, Wills, probate and tax). We offer a straightforward personal service specifically tailored to clients’ requirements. We have a wealth of experience advising on all the issues clients may have to face in relation to both wealth management and other events of life.
We are looking for an extremely organised and proactive Practice Assistant to provide a high level of professional support to their allocated Fee Earners as well as other members of the Department. They will be highly motivated, display outstanding attention to detail and have the ability to multitask with ease. It is essential that they are a strong team player with a positive, up-beat approach.
Effective and proactive diary management, and awareness of Fee Earners' workloads to plan ahead
Has an excellent knowledge of all systems/processes used within the Departments professional and maintains effective communications with clients and Fee Earners, using an appropriate mix of communication styles
Researches new clients/contacts and prepares bios before meetings, and conducts basic research (on-line or otherwise) for Fee Earners when required
Arranges travel and any other activities on behalf of others, where appropriate
Monitors critical dates in the diaries of Fee Earners for their matters
Client Relationship and Business Development
Provides excellent service to clients, fee earners and colleagues, in a timely and professional manner, presenting a positive image of the Firm at all times
Recognises, respects and honours client confidentiality at all times
Organises business development meetings and events for Fee Earners, and where they are held online offers technical support on the day
Assists the BD team in the production of business development materials
Understands and uses InterAction effectively to support fee earners BD efforts including recording all business development meetings in InterAction, and sets up reminders where follow-ups are needed with prospects on InterAction or other systems/logs as required
Produces typed work accurately, a high speed and in accordance with the firm’s house style
Makes effective use of the Document Management System
Creates new documents from the Firm’s templates, using contact data from InterAction where appropriate
Proof-reads all documents for spelling, grammar and sense, querying wording where appropriate
Proactively uses initiative to compose correspondence on behalf of fee earners, requiring focused concentration and attention to detail
Assists fee earners in the production of ebundles where required
Thoroughly understands and uses the full suite of tools used in production of documents and the firm’s templates for these
Maintains a high level of proficiency in core IT applications including the Microsoft Office suite (Word, Excel, PowerPoint and Outlook)
Makes suggestions for additional training, as required
Is capable of troubleshooting IT issues for fee earners and liaising with IT where these cannot be resolved within the team
Ensures that files within the case management system are kept in good order so that documents can be easily accessed
Works in accordance with the department protocol in relation to e-filing
Adopts a pro-active approach and works with Fee Earners effectively, to maintain regular file management, ensuring all files are closed and archived, as appropriate, and a risk assessment having been undertaken
Keeps accurate records of all files sent to off-site storage via Records
Financial Risk Management
Has an excellent knowledge and application of the Firm's procedures in billing, AML, Credit Control and debt management
Liaises with clients to obtain AML documentation and obtains relevant documentation from clients in a timely manner, as required by Fee Earners
Sets up conflict searches for review by fee earners, correctly identifying the appropriate classification for each entry
Thoroughly understands what is required for client care letters and prepares first drafts of CCLs for fee earners
Prepares bills (including bill narratives if required) and covering letter to client, as required by fee earners
Liaises with credit control and alerting Fee Earners to unpaid bills
Deals with time-recording matters for Fee Earners as required (for example, to record holiday absence).
Skills and Experience
Qualified to GCSE standard, grade C (or equivalent) at Mathematics and English essential
Previous secretarial experience in a law firm essential
To apply for this job email your details to firstname.lastname@example.org
I have used Owen Reed for many years now, mostly dealing with Jane who has been fantastic, consistently working hard to secure me a position. More recently, Anna (and Archie, who I must say is fabulous at preparing candidates for interview!), has been looking after me, staying in touch and keeping me updated with developments. Between us all we have managed to find me a brilliant opportunity, I am so happy! Owen Reed are my absolute go-to agency as they genuinely care about finding their candidates their perfect job.
Amazing experience with Anna at Owen Reed who successfully secured me a fabulous job ! Thank you to Anna for all your support and guidance!
Great service from Archie start to finish. Coached throughout the whole process kept informed in a timely manner very approachable and professional. Would highly recommend Owen Reed.
Spoke with Archie and she’s been the best recruitment person I’ve worked with. I went from having no job offers in three months to three in a week. Guided me through interviews and prepped me for potential questions so there wouldn’t be any awkward gaps or silences. Changed my whole approach when speaking to interviewers and my only regret is not speaking to Archie sooner 🤝
Working with Archie was one of the best experiences because she was amazing when it came to preparing me for interviews as well as ready and willing to answer any and all questions. Her help will be something I will always remember and would 100% recommend anyone to work with her!
I have been thoroughly impressed and a little blow away by the support received from Archie of Owen Reed. She first approached me about a couple of roles she was recruiting to and once it was decided that she would forward my resume to a prospective employer, supported me in every aspect of the process. She has kept me fully informed, has supported me with interviewing notes and a question and answer session and has given me 'confidence building chats' in preparation of my interview. Suffice to say, after having 2 interviews, I was offered the role which I am super excited about. Cannot thank Archie enough for her support. Would recommend her to anyone seeking a new Legal PA/EA role - she is great and an asset to Owen Reed. May you go from strength to strength Archie . . . thank you!
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