Pa

The successful candidate will provide effective and efficient PA, administrative and secretarial support to fee earners primarily in the Media and Technology team with cover to the wider corporate division on occasion.,

• Carry out client and matter opening and closing using and in accordance with the firm's processes and procedures, including liaising with Finance and AML teams, carrying out and recording the outcome of conflict checks and producing letters of engagement.
• Carry out Active Matter reviews with fee earners in connection with regular billing and payment of invoices. Manage complex monthly billing processes, including preparing of monthly WiP reports, liaising with fee earners around the firm and the finance team and preparing and reviewing invoices. Undertake ad hoc billing as and when required. Billing system training will be given.
• Accurately produce correspondence, documentation (including any related matters e.g. electronic forms, couriers etc) and presentations, utilising efficiently relevant software e.g. Word, Excel, PDF Docs/Adobe, PowerPoint, and dictation software when used. Liaise where necessary with WP in the production of WP documents but be capable of creating and amending large documents.
• Diary management checking weekly, monthly and annual commitments in advance and responding to enquiries relating to availability, including room booking, catering, IT support and communication with attendees, as required.
• Manage email accounts, including review of partner inboxes and inboxes of all fee earners on holiday or otherwise absent (including travelling) and e-mail storage and file management.
• Manage attendance, rooms and technology and attend and take notes for all Team Meetings and assist in ensuring fee earners complete agreed tasks.
• Dealing with queries regarding invoices, including managing and obtaining client purchase orders where applicable.
• Undertake filing/scanning.
• Arrange and, as necessary, assist with photocopying/binding.
• Deal with clients and contacts and assist/redirect as required.
• Plan and manage (including creating itineraries and updating diaries with relevant details) travel and hotel arrangements and reclaim expenses.
• Manage contact information for clients and contacts (including updating CMS/Marketing database).
• Undertake ad hoc administration e.g. organising team training, as required.
• Check Zebra Works for fee earners daily (ensuring document distribution, saving and naming protocols are followed).
• Manage the team's paper storage - including indexing; local storage; off-site storage etc.
• Liaise with support teams e.g. Finance, Facilities, Reception, Marketing and Communication, IT.
• To provide support to the wider PA group, including other divisions and offices, as and when required., Works as part of a team to attain objectives within agreed timescales and budgets.
• Keeps all clients and colleagues up-to-date with latest developments.
• Complies with all firm policies and procedures, including financial.
• Implements improvements in working methods.
• Prepares well for meetings with guidance.
• Makes effective use of the firm's information management systems, and complies with all legal and regulatory requirements.
Firm Contribution
• Awareness of and, where appropriate, participates in development of team's operational goals.
• Displays an awareness of organisational goals and has an engaged commitment to team goals.
• Participates in extra practice events to assist development of firm., Shepherd and Wedderburn, is committed to protecting the privacy and security of your personal information that we collect as a "data controller". The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Personnel Data Retention Policy, which will be provided to you at the relevant time.
  
  Strong organisation skills
• Attention to detail.
• Previous experience as a PA / executive assistant
Desirable
• Legal sector experience
Technical Skills/Experience
• Demonstrates appropriate range of legal knowledge and, with assistance, can identify issues outside their expertise and seek appropriate assistance.
• Demonstrates initiative to obtain relevant information to complete tasks.
• Produces a solution best addressing the client's requirements, with guidance.
• Demonstrates potential to display effective spoken and written advocacy skills.
• If appropriate, seeks to comply with formalities required in connection with spoken and written advocacy and deals with witnesses and opposing arguments effectively.