Float Personal Assistant

at  Addisons

Work Type: Permanent Full-time
Ref#: AD24-FLOAT-PA
Addisons is seeking a Float Personal Assistant on a permanent full-time basis. As a Float Personal Assistant, you will be responsible for providing secretarial and administrative support to all practice areas. This includes covering annual and personal leave for the wider Personal Assistant and Reception team, as well as offering general float assistance during periods of high work volume or when specific activities or projects are in progress.
The role involves providing responsive and high-quality administrative support in a dynamic environment. You will have exposure to a variety of tasks and gain knowledge about all practice areas and industries in which Addisons operate, allowing you to establish relationships with different stakeholders at all levels.
To excel in this position, adaptability, agility, openness to change, and a dedication to delivering exceptional work in a dynamic atmosphere are essential. Comprehensive training will be provided to ensure a smooth transition and enable you to become a valuable member of our small but versatile team. Due to the nature of the role, the position requires in office attendance.
If you are proactive, well-organised, and flourish in a fast-paced atmosphere, we are eager to hear from you!

DUTIES AND RESPONSIBILITIES:

• Deliver secretarial support when covering leaves of absence for the secretarial support team or during busy periods, handling overflow tasks for billing and major projects
• Monitor and respond to emails promptly and professionally
• Manage diaries and schedule meetings, appointments and reservations, etc
• Answer phone calls and take messages in a professional and helpful manner
• Drafting client correspondence and document preparation such as creating, amending, tracking and comparing documents, dictation, creating flowcharts, diagrams and presentation material
• Manage monthly billing and reporting including time entry, generating client invoices and WIP/productivity/debtors reports
• Cover reception duties during breaks and leave periods
• Perform general administrative tasks such as expense reimbursement, scanning, photocopying, printing, and binding tasks
• Maintain filing systems meticulously, handling e-filing, archiving, retrieving files, and initiating new matter files
• Provide on-the-ground office support as required.

TO BE CONSIDERED FOR THE ROLE, YOU WILL HAVE:

• Minimum 3 years legal secretary or personal assistant or similar in a corporate environment
• Certification in office administration is advantageous
• Advanced knowledge of the MS Office suite, essential in Outlook, Word, Excel and PowerPoint
• Experience using iManage preferred but not essential
• Sound knowledge of the monthly billing process in a legal environment – experience with Aderant highly regarded
• Strong organisational skills with the ability to be agile and efficient in prioritising tasks
• The ability to be proactive and take initiative
• Strong written and verbal communication skills
• The ability to comfortably work and communicate with professional at all levels
• A positive, can-do attitude and pro-active willingness to learn
• The ability to work independently yet seamlessly within a team environment.