Legal Executive Assistant - MUST HAVE A LEGAL BACKGROUND
Central Birmingham, 50% hybrid working to £31,000 with extensive benefits
- PLEASE NOTE WE ARE ONLY PROGRESSING WITH CANDIDATES THAT HAVE LEGAL EXPERIENCE
This role provides comprehensive Executive Assistant services to the local team. You will work closely with the Regional Executive Services Managers and utilise the internal resources available to you including the Document Production team, Administrative Assistants and Business Services. While you will have a degree of autonomy in how you structure your day, you will still be an integral part of the team you work in. You will be expected to be aligned with the values of the firm, have a good level of client knowledge, strong relationships across the business and, where appropriate, with clients.
The person
Given the challenges of this role, it is likely that your background and experience will include having spent some time working in a professional services environment. You may additionally have experience of providing executive services level support to lawyers or similar professionals. You will be a natural organiser who thrives in a role that requires multi-tasking and working with a variety of people across the business.
The role additionally requires someone who:
- Manage multiple lawyers & delegate where appropriate using the support teams
- Confident in setting and prioritising their own work agenda
- Organised and methodical in how they approach their work
- Remains calm under pressure and is able to balance priorities
- Good written as well as verbal communication skills
- Excellent attention to detail, communicates effectively & work well in a team
- Confident and able to build relationships with internal and external clients
The Activities
- Manage & attend team meetings, taking minutes, preparing arrangements including travel (overseas travel) catering & equipment
- Plan, arrange & attend events including liaising with business support teams & updating attendee lists or reports
- Support lawyers with legal directory submissions and updating lawyer biography/CVs and sector pages
- Deliver outstanding client service by looking for improvements, speaking up and taking responsibility
- Receive verbal and written instructions and see through to conclusion
- Work proactively and use own initiative to progress tasks
- Undertake client/matter creation and updating tasks, alerts, reserves, estimating tools and ensuring these are kept up to date and accurate throughout matter life
- Use digital technology to update in-house data systems
- Initial drafting of correspondence and legal documents
- Coordinate diary appointments ensuring papers, itineraries and all other arrangements are in place
- Hold financial housekeeping meetings with lawyers, printing billing guides and preparing breakdown of costs and liaising with the finance team
- Help prepare and despatch client invoices with covering correspondence
- Liaise with counsel and experts regarding fee notes and outstanding bills
- Manage standard annual rate review letters and terms of business
- Complete timesheet input for sickness/holidays/own time
- Manage lawyer/business support expense claims
- Effectively managing emails, meetings, instructions, providing regular updates and managing expectations
- Manage and update specific client spreadsheets
- Manage multiple lawyers and delegate where appropriate using the support teams available