RecruitGibraltar are currently helping our client who is a long established and reputable local company who offer long term career growth, excellent salary and a rewarding working environment where you can make a real impact.
What is the plan for the Secretary / Personal Assistant role?
The role of the Legal Secretary / Personal Assistant is to provide a first class professional support service. You will be expected to refocus tasks and priorities periodically as required and is expected, on a daily basis, to create a positive working relationship.
What will you do as a Secretary / Personal Assistant?
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.
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.
Undertake audio and copy typing, photocopying, scanning and faxing of documents and preparation of trial bundles.
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.
What do you know that makes you a great Secretary / Personal Assistant?
Solid, recent PA/secretarial experience at partner or director level preferably gained within a professional services environment or partnership.
Able to draft, type, format, prepare and produce a wide range of high quality documentation, correspondence, statistical information, graphics, presentations and short reports displaying sound grammar and legal terminology.
Excellent attention to detail and accuracy.
Superior organisational, time, project and diary management skills and the proven ability to handle multiple priorities and ad-hoc urgent requests without sacrificing quality or accuracy.
Able to successfully form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds.
Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel and used to working with house-styles and ‘problem’ documents.
Salary £22k - £25k based on experience with bonus & an excellent relocation and benefits package.