This role is no longer available but if you wish to send us your CV for other similar roles please do so on apply@recruitgibraltar.com

RecruitGibraltar are currently helping our client who is a long-established and reputable legal firm who offer long term career growth, excellent salary and a rewarding working environment where you can make a real impact.


What will you do as a PA / Secretary?

• 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, 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.
• Participate in regular work planning, review client work activities and requirements and operate an effective bring forward system to ensure you meet all deadlines.
• 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.
• Manage the diaries 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.

What do you know that makes you a great PA / Secretary?

• Previous secretarial experience is essential and ideally in a legal firm
• 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.
• Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel and used to working with house-styles and ‘problem’ documents.

You must live in the Gibraltar or Southern Spain area


Salary £25k plus benefits