Secretary / Personal Assistant

The role of the Legal Secretary / Personal Assistant is to provide a first class professional support service to all fee earners. The postholder will be expected to refocus tasks and priorities periodically as required by the fee earners and/or practice area and is expected, on a daily basis, to create a positive working relationship with the fee earner(s) and their peer group.

Main Duties and Responsibilities

  • Act as a first point of contact and liaison for clients and colleagues, building effective working relationships and acting as gatekeeper for fee earners by answering and screening telephone calls politely and professionally, assisting callers, taking accurate messages and redirecting enquiries to other relevant fee-earners where necessary.
  • Detailed and proactive email inbox management including checking and summarising e-mails on a daily basis, bringing urgent messages to the attention of fee earners and using initiative to prioritise and escalate requests and action, draft and transcribe replies in order to answer queries, reduce volume and maximise efficiency whilst providing exceptional client service.
  • Type correspondence and documents and prepare and send short holding, covering or similar letters on behalf of fee earners when required.
  • Develop and maintain an extensive knowledge of the fee earners’ clients, work in progress and projects and be aware of priorities, potential issues and sensitivities. Successfully establish relationships with clients and anticipate their needs.
  • Participate in regular work planning with allocated fee earner(s) to review client work activities and requirements and operate an effective bring forward system to ensure self and fee earner(s) meet all deadlines. Immediately clarify instructions from fee earners should they be unclear or if deadlines are not made explicit.
  • Assist with client and matter opening and related processes including processing new matter requests, starting electronic filing, applying billing rates, preparing engagement letters.
  • Organise and maintain electronic and hard copy document management systems ensuring that all electronic and paper-based files are up to date and maintained at regular intervals and that all closed matters are archived. Carry out health check and “tidy” of documents and standard templates.
  • Proactively seek client information/business cards and updates in order to maintain and update client and other relevant contact details on AIM database and Outlook. Manage ‘watch lists’
  • Manage the diaries of allocated fee earner(s) in Microsoft Outlook to ensure the efficient scheduling of meetings including sending and responding to invitations on behalf of the fee earner, making and rearranging appointments and proactively managing meeting clashes.
  • Organise extensive international travel, business trips and itineraries for fee earners including sourcing and booking flights, hotels and transport and preparing door-to-door travel packs (full itinerary, tickets, relevant maps and/or directions, contact numbers, arranging cash, currency, visas). Ensure travel arrangements observe budget.
  • Booking client and/or inter-office meetings, arrange conference calls and organise client lunches, dinners, workshops, conferences, seminars and other events including booking restaurants locally and abroad. Book equipment, prepare papers and draft agendas for meetings and take minutes, as required, ensuring accuracy and completeness.
  • Work proactively with fee earners to ensure that documentation is produced with speed and accuracy and meets clients’ expectations and deadlines including preparation, creation, amendment, formatting, engrossing, printing, pagination, numbering and presentation of a variety of documents in the Firm’s house style using track changes, automatic numbering/styles, cross referencing and fixing problem documents.
  • Undertake audio and copy typing, photocopying, scanning and faxing of documents and preparation of trial bundles.
  • Demonstrate an understanding of, and assist fee earners to coordinate, the end-to-end billing process including running system reports, completing and closing of time-sheets, updating time narratives, ensuring disbursements invoices are authorised and added to the file in preparation for billing, printing of billing guides, production of invoices for fee earner approval and/or amendment and following up unpaid bills.
  • Prepare and process relevant finance forms including submission of expense claims, payment requisition forms, returned advances and disbursements ensuring allocation to appropriate budgets. Carry out mobile phone reallocation and reclaim process.
  • Support fee earners with priority client and business development initiatives including researching information for and preparing animated or graphical client presentations, papers, reports, pitch documentation, invitations, CVs and other client packs or event materials working with the Firm’s in-house Marketing and Business Development function as required.
  • Assist fee earners with HR-related administration tasks including accurately recording absence of team members, management of team annual leave requests, maintenance of up-to-date CPD/learning records and provision of administrative support at appraisal time.
  • Provide excellent cross-team and cross-departmental support whenever s/he has spare capacity and as required. Ensure that team and departmental telephones are covered at all times and willingly offer assistance and provide cover for absent colleagues. Act as a mentor/buddy to new team members.
  • Proof read and undertake quality checks on all work produced, become adept at using the Firm’s systems and office equipment and develop familiarity with the legal terminology of the practice area.
Job Category: Latest jobs in Gibraltar
Job Type: Full Time
Job Location: Gibraltar
Salary: DOE

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