Personal Assistant: Construction

The Institute of Legal Secretaries and PAs; City Of London; Hybrid; GBP 40,000; Full time

Job description

Salary Up to £40,000,

Personal Assistant: Projects, Developments and Construction

Salary: Up to £40,000 per annum depending on experience, plus company benefits

Location: PMC, London

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break

Work model: Hybrid (in line with team charter)

We are looking for an experienced Legal Construction PA who has two or more years of experience in Construction Law. Are you professional and a great communicator? If so, we would love to hear from you.

Purpose of role

The role of the Legal Personal Assistant is to provide enhanced, proactive support to fee earners to enable them to operate efficiently. The support provided needs to be a seamless legal service to clients. The role is expected to use a high degree of self-management and initiative and to maintain a high level of confidentiality.

The Legal Personal Assistant will act as workflow manager for other support services. This includes delegating and supervising the completion of document production, file management, and copying/scanning work which are primarily undertaken by other relevant business support services.

Key responsibilities

1. Extensive diary management / FE organisation including booking meeting rooms, arranging travel, itineraries, expenses
2. Client care liaison
3. Typing documents, letters, emails and attendance notes as required by Fee Earners
4. Supporting with client file opening and closing, conflict checking and AML
5. Preparing / typing attendance notes, documents, contracts and amends, letters and emails in draft
6. Online form completion - Laserforms/Cloud Forms
7. Delivering an exceptional electronic and hard copy file management service
8. Return or add documents to existing client files
9. Work with the practice management system to log and record documents
10. Handle and administer closed files as requested
11. E-Filing and file housekeeping
12. Uploading and Downloading documents from client management system
13. Uploading and Downloading documents from portals - Land Registry and Searchflow
14. Assisting fee earners with finance tasks, namely requesting CHAPS/BACS payments
15. Provide photocopying, scanning, and printing as per Fee Earner / customer instructions
16. Understand and comply with corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
17. Usage of internal and external portals/systems
18. Communicate with customers on job or deadlines

Personal attributes

1. Legal PA Construction experience essential
2. Exceptional standard of written and verbal communication
3. Proficient multi-tasker
4. Competent with the Microsoft Office suite
5. Excellent interpersonal skills
6. Solutions focused
7. Have a high level of confidentiality and integrity
8. Exceptional attention to detail

The Package:

1. Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay.
2. Additional benefits such as Dental Insurance, Childcare Vouchers, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis.

You will also have the opportunity to work for a global employer; and dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects.

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

Please note: Due to the high volume of responses received for this role we will not be able to contact all applicants directly. If you have not heard from us in four weeks please consider your application unsuccessful.