Legal PA / Secretary (6 month Contract)

Our client is looking for a Legal PA/Secretary for a 6 month contract

Client Details

A leading law firm

Description

To work as part of a team in the provision of executive assistant/administrative support to the Real Estate practice area in the Aberdeen office. To also assist the Real Estate practice area in ensuring the provision of an efficient and high quality service to external clients.

Diary management - make and amend appointments, arrange meeting rooms, track responses and organise refreshments if required
Proactive mail box management - ensure documentation copied to client folder (as required), flag important emails and ensure they are dealt with appropriately, check lawyer inbox/voicemail when out of office/in meetings and action important/urgent emails where appropriate
Responsible for drafting Letters of Engagement
Must maintain 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
Responsible for ensuring all BigHand and non-BigHand tasks are complete within the required timescale set by the legal team
Setting up and maintaining data room sites
Update contacts and distribution lists in Outlook
Compile records on an ongoing basis and update/correct when necessary, produce weekly/monthly reports with progress and status of accounts
File documents in appropriate location both electronically and where appropriate in hard copy
Organise opening and closing of files and papers when necessary
Assist with post-transaction administrative tasks including ordering searches, completing registrations, testing clauses, monitoring and chasing up landlord signatures, following dictation to complete SDLT forms, documentation sweeps, preparation of bibles and inventories, extranet management and monitoring accounts for small balances
Organise and complete expense claim forms and pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion.
Complete appropriate cash forms as required
Prepare draft forms, letters and documents for signatures
Attend team billing meeting if required, produce Aderant billing report, prepare bill narratives, move time on the instruction of the solicitor, arrange for bills to be sent to clients, maintain responsibility for monthly printouts and liaise with cash room as per client balances on the instructions of the solicitor.
Collect necessary receipts and information from legal colleagues and create expense form.
Business development administrative tasks including assisting with the tenders and team sheets
Complete mail merges when required
Source travel and accommodation
Minute taking where appropriate
Responsible for monitoring and updating profiles on social media websites
If required carry out electronic comparisons
If required type up any PowerPoint presentations as and when required using Brodies formats and ensuring relevant quantity printed out, together with any handouts, in readiness for seminars.
If required type and amends all client correspondence and legal documents to a high standard; in compliance with Brodies preferred document styling
Liaise with legal document specialist to ensure legal colleagues deadlines are met
Participate in the rota for lunchtime cover and provide assistance during holidays/absence
Provide assistance to other executive assistants in the Real Estate team as required and under the direction of the secretarial engagement manager
Undertake ad hoc administrative tasks when necessary under the direction of solicitors
Be aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times

Profile

This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
The ability to use initiative is essential
Good communication skills and confident in dealing with people at all levels
A strong team player
Ability to maintain flexibility regarding tasks and workload
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
The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or after 5pm
Working practices and executive assistant allocations within the practice area will change from time to time and the successful candidate should have an open and flexible attitude to change

Job Offer

A competitive salary and excellent working environment