Job Description

The role

This is a fantastic opportunity to join our Corporate Department working 3 days per week (Tuesday, Wednesday and Thursday) providing first class professional Legal PA support to a number of fee earners.


The Legal PA will be an integral part of a busy department and will work principally for named fee-earners, but also as part of the EA/PA team with shared responsibilities. Team members will be expected to prioritise, share tasks and provide absence cover when appropriate to meet business needs.


We're looking for an experienced Legal PA that can prioritise and delegate effectively, with good communication, organisational skills and the ability to work well and calmly under pressure in a fast paced role.


Main responsibilities
Proactively managing and maintaining fee earner diaries, making appointments and co-ordinating internal meetings and external client meetings including the booking of meeting rooms, video conference facilities, refreshments, restaurants, taxis etc, ensuring fee earners keep to schedule and that all necessary materials are to hand. Making extensive travel arrangements (domestic and foreign, including completing and submitting visas), producing detailed itineraries and ensuring expenses claimed are completed. Management of fee earners' inboxes when they are out of the office, monitoring and responding to post/emails, prioritising correspondence to enable fee earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails into iManage. Communicating with clients to support our client relationships, demonstrating confidence and the ability to deal with client queries. Attending meetings to take minutes, including recording relevant action points and working with fee earners to action these. Assisting with client on-boarding including drafting engagement letters, and obtaining KYC information. Managing the workflow to our Document Production Centre ensuring dictations and documents are submitted and returned in a timely manner. Document amendments, comparisons and proofreading all work to ensure consistent accuracy and high standard. Taking responsibility for and leading on departmental and firm initiatives, including on Business Development (BD) and other internal initiatives, as requested by fee earners. Preparing account forms e.g. Chaps payments. Coordinating the end-to-end billing process and Elite 3E financial reporting; assisting fee earners by liaising with the billing team, producing the relevant documentation and reports, and prompting fee earners to complete all necessary paperwork etc. Assisting with debt management. Bundling both electronic and hard copy (copying, compiling, preparing an index, paginating). Working with the BD team and fee earners to assist with pitch preparation, management of BD mailings, and coordinating responses and BD events. Small volume photocopying and scanning, file opening and closure, collating and indexing legal documentation. Ensuring any paper/electronic filing and archiving required are kept up to date. Delegating appropriate tasks to the Team Assistant. Responding and dealing with external or internal telephone calls and queries in a professional manner, taking clear and concise detailed messages. Uploading and downloading documents from TitanFile. Sending documents out via DocuSign. Supporting other EAs and PAs where required, especially during any absence. Using initiative to take responsibility of administration that will assist the fee earners.

About you

You will be able to demonstrate;

Experience as a PA in a deadline-driven, high performing legal team. High levels of organisation with excellent diary management and time management skills. Having supported senior fee earners, including partners in your previous roles. Good knowledge of Microsoft packages such as Outlook, Word, Excel and PowerPoint. Excellent communication skills. Excellent diary management, organisational and time management skills. Excellent attention to detail. A proactive client service orientated approach. Discretion when dealing with sensitive information. Proactivity, flexibility and self-motivation. Strong team working skills. Experience with BigHand, Elite 3E, iManage and Docusign.

Additional Information / Systems Used

iManage Microsoft / Windows 11 suites e.g. Outlook, Word, PowerPoint, Excel, Teams BigHand SmartForms Elite 3E InTapp Time One Place (CRM) ChromeRiver Litera/Acrobat Reader/Bundledocs Docusign Titan File

About Us

With almost 200 lawyers in one location, we ensure our clients have the right team to help them get from where they are to where they want to be. We advise major corporates and institutions as well as entrepreneurial, ambitious enterprises which are often privately or family owned, or private equity backed. As well as our significant business law capability, we are one of only a few London-based law firms with a large private wealth offering. Our clients find our straightforward approach a compelling alternative to larger, less personal firms.


Whether you are an ambitious and talented individual wanting to hit the ground running from day one, or an established professional looking for a new opportunity, Howard Kennedy is the firm where you can really make it happen.


We have earned a strong reputation for our exceptional and uniquely talented people who between them deliver outstanding results for clients. In a firm of our size, our strong team dynamic creates a thriving culture of creativity and entrepreneurialism. Howard Kennedy is a pragmatic and non-hierarchical environment where success is shared, and you are proactively encouraged to thrive at your own pace.


Our distinctive culture is built on fairness and respect. Guided by the firm's values of talk straight, think smart and be yourself, everyone in the firm holds equal value, and everyone plays their role in supporting, encouraging and inspiring colleagues to do their best work.


At the same time, we recognise and reward individualism, celebrating the diversity of our people and supporting them to grow their practice and drive their own career advancement.


As well as client work, there is opportunity to broaden your horizons at the firm with fulfilling pro bono and charity projects. We have a regular social calendar full of wellbeing activities, charitable and social events too.




Benefits
Competitive salary 25 days annual holiday Permanent Health Insurance Life Assurance Interest free Season Ticket Loan Private Healthcare Pension Scheme Staff Introductory Scheme * Employee Assistance Programme