Legal Executive Assistants

FinTech RS are currently supporting our client to recruit for Executive Assistants to join our client, a well know and respected legal firm, in their Aberdeen office. There is more than one role due to the growth of the business and internal promotions. Our client is looking for 3 Executive Assistants to join the Private Client, Strategic Risk Government & Compliance and Personal and Family teams across the organisation.

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Key duties within these roles:

·       Diary and travel management – booking and amending appointments, organising meeting rooms, anticipate weekly schedules and prepare for fee earner

·       Proactively organises partner management information for Division/Team (i.e. implementation and strategic plans

·       Follow up from meetings (i.e. contact details/further appointments required)

·       Handling all mailbox management, updating contacts details and keep this up to date, type and amend confidential emails and internal reports as required

·       Must maintain intimate knowledge of current affairs in office and be able to deal with clients and third parties on a day to day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively

·       Assist with billing, attend team/billing meetings, prepare draft bills for fee earners to sign off on, maintain responsibility for monthly printouts and ensure bills sent to clients timeously

·       Undertaking some specialist duties e.g. finance, marketing/business development and paralegal

·       Minute taking when required, liaise with the Legal Document Specialists to ensure the completion of all BigHand dictation and documents within the required timescales, assisting where necessary

·       Undertake ad hoc administrative tasks, when necessary, under the direction of solicitors and Secretarial Engagement Manager

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Key skills and job requirements:

·       Previous experience within the legal sector and specifically within Private Client, Strategic Risk Government & Compliance and Personal and Family departments is required

·       Previous experience as an Executive Assistant, supporting various Partners, Solicitors, the wider office team and clients to the highest standard

·       Highly motivated with the ability to use initiative and be proactive is essential

·       Good communication skills and confident in dealing with people at all levels

·       A strong team player with a can do attitude alongside excellent communications skills

·       Ability to maintain flexibility regarding office role and workload

·       Organise and prioritizes time effectively to achieve deadlines

·       Presents a professional image to clients and other external organisations at all times

·       Seeks out opportunities to provide a more efficient and proactive service to legal colleagues

·       Fast and accurate typist- 60 wpm

·       Proficient in all Microsoft packages such as Word, Excel and PowerPoint

·       Experience in CompareDocs, BigHand and billing systems is desirable not required