This position is working for an international law firm whom have offices in Southampton. They are looking for a Legal PA to work 9.30am-5.30pm and the firm offer hybrid working.
Organisation, diary and contact management:
*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.
Preparation of key correspondence, reports and business development (BD):
*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.
*Amend/create capability statements, riders, and client-facing documents; source CVs and submit edits to BD.
*Produce engrossed documents with multiple appendices.