Legal PA

Owen Reed
02 Feb 2017
02 Mar 2017
Contract Type
Full Time
Legal PA to the Partnership Secretary

Looking of a Legal PA to join the Partnership office.  The Legal PA will be working co-operatively and proactively with others in the firm at all levels and will require a high degree of judgement and sensitivity, particularly as the PA will be privy to highly confidential information.

Primary Responsibilities: 
Email, diary and meeting management
• Support the Partnership Secretary's work schedule, optimising the efficient use of time and resources through effective planning.
• Proactively managing the Partnership Secretary's inbox, commitments and diary and, in consultation with her, regularly raising issues with her to organise and agree actions.
• Organising and co-ordinating Council and other internal meetings, video conferences, conference calls and making all the related facilities and room bookings.  Also ensuring packs of key papers are prepared for meetings where required.
• Anticipate logistical and practical arrangements in a very proactive way.
• Answering telephone calls, dealing with queries arising, forwarding matters to relevant stakeholders as appropriate.
• Developing and maintaining a robust filing system, with responsibility for ensuring the security of confidential information for all emails, hard copy correspondence and documents that pass through the Partnership Secretary's office.
Being an ambassador for the Partnership Secretary's office, ensuring that it is recognised for providing an efficient, effective and seamless link across the business
• Building and maintaining good relationships across the firm's network and being an information hub for colleagues.
• Proactively assisting key stakeholders around the business with all queries and requests.  In particular, liaising and communicating with the Partnership Secretary's key contacts across the business, such as the Senior Partner, CEO, Council members and the wider Central Management team, and the EAs/PAs supporting those roles.

Governance and related requirements
• Assisting the Partnership Secretary with administering partner voting, any insurance-related queries, retired partner queries and other ad hoc matters.
• Co-ordinating and liaising with the firm's Partner Promotions Panel (PPP) with regard to partner recruitment, including arranging meetings of the PPP and sponsors, and co-ordinating interviews.
• Providing support with ad hoc Council-led projects (for example, organising partner/Council engagement meetings).

Travel Management
• Ensure that all requirements for international travel, accommodation and facilities are met for the Partnership Secretary, including preparing itineraries of travel information and business commitments (e.g. meetings – who, where, maps, contact information etc), including a high level of liaison with our international offices.
• Taking responsibility for international visit co-ordination.
• Arranging lunches, dinners and other events including reviewing venues, menu planning and negotiation on venue costs where appropriate.

General administration and other duties
• Processing personal expenses and credit card statements in a timely fashion.
• Supporting firm-wide administration activities, which may include induction of new Council members and lateral partner recruits.
• To be a proactive member of the Central Management team, particularly assisting colleagues of whatever seniority during busy periods.
• To be a conduit for information flow, exercising judgement and discretion, across the Central Management team, ensuring key messages and details are communicated whilst maintaining the integrity of sensitive information.

Key Performance Indicators 
• Positive Corporate Services leadership team, peer and partner feedback
• Achievement of agreed objectives and milestones
• Effective collaboration with Business Services groups

Qualifications, Skills & Experience 
• Degree qualified (or equivalent knowledge or skill)
• Experience working as a legal secretary or administrator within the legal or professional services industry is desirable but not essential
• Outstanding organisational skills;
• Strong systems skill set and an ability to learn and rapidly pick up new systems
• Typing speed of 70 wpm with high accuracy would be an advantage;
• Knowledge of relevant IT packages: e.g. MS PPT, Word, Visio, Document Management Systems,

Microsoft Project experience
• Strong proficiency in Excel, Word and Powerpoint
• Attention to detail and accuracy in document creation and editing