Legal PA

Your responsibility to deliver excellent service to our clients

• Building and maintaining effective relationships with both internal and external clients and their teams and developing knowledge of their business
• Actively contributing to client service initiatives in the group, including attending client events and seminars where required
• Developing and maintaining core sector understanding to support delivery of optimum client service

Planning & Organisation

• Liaising regularly (at least on a weekly basis) with lawyers to identify work commitments and prioritising your workload accordingly
• Proactively identify areas of responsibility and tasks you can take ownership of
• Extensive diary and inbox management for the Saudi Managing Partner, Head of Projects for the Middle East and other lawyers liaising with the wider team across multiple time zones, including arranging meetings and appointments, both internally and externally
• Proactive advance monitoring of lawyers' diaries, reminding them of diary commitments and taking responsibility for the provision of all supporting paperwork and necessary information for each meeting
• Liaising with Business Operations to resolve problems on lawyers' behalf and taking ownership of the issue, following up where appropriate
• Delegation of appropriate work types/requests to all available support services in order to promote optimum efficiency

Managing Communications

• Taking ownership of answering lawyers' telephone calls when they are unavailable, taking accurate messages and passing them on promptly
• Screening, prioritising and dealing with lawyers' incoming e-mails, post and voicemail when lawyers are out of the office
• Management and co-ordination of lawyers' e-mails
• Preparing presentation slides and materials for internal/external meetings and events
• Drafting letters, memos or notes (non-legal content) in a literate and professional manner

Document & File Management

• Proactively ensuring that Document Services is utilised effectively
• Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (e.g. formatting, numbering, CompareDocs etc).
• Coordinating typing of audio files, drafting correspondence, producing documents/letters/e-mails and memos
• Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers
• Ensuring documents are filed on FileSite with correct file and matter details so that they can be located easily
• Undertaking regular reviews of files and papers for lawyers, checking account balances and liaising with lawyers to ensure that all files which are not current are archived and deeds are put in storage

Business Development/Relationship Management

• Inputting uniform practice group credentials into the Credentials Database in a timely manner
• Organising events in conjunction with Business Development including logging responses into InterAction and attending events to meet and greet clients where necessary
• Undertaking research on clients, potential clients and new business initiatives or opportunities
• Collating information for preparation of regular client updates or reports as and when required
• Assisting lawyers with follow-ups to business development meetings
• Maintaining up to date contact details in InterAction for all lawyers' contacts