Personal Assistant - Dispute Resolution

at  Baker McKenzie

TECHNICAL SKILLS, QUALIFICATIONS, AND EXPERIENCE

• Secretarial diploma
• Minimum 5 years of secretarial experience, preferably in a professional services environment
• Advanced Microsoft Excel skills, including proficiency in complex formulas to create and maintain significant excel data indices
• Strong knowledge of Microsoft Office suite and legal practice management software
• Ability to quickly learn and adapt to new software and systems
• Excellent time management and organizational skills
• Flexibility to work non-standard hours when required
• Strong attention to detail, especially in data entry and analysis

KNOW HOW

• Keeps across key developments in all relevant areas and demonstrates the ability to develop substantive authority in relation to the Firm’s specialist fields
• Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distils a range of possibilities by thinking in a considered, prudent manner
• Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with agility of mind and capacity for analysis and synthesis

ROLE PURPOSE

The PA provides professional secretarial and office support/administration services including diary management to Partners and Associates.
Facilitates operational efficiency and assist Partners and Associates to achieve strategic objectives. Coordinates the administrative requirements of the department and assists with scheduling, planning and coordinating all department activities.

MAIN RESPONSIBILITIES

• Support fee earner administrative activities (e.g., bundling, indexing, general organization)
• Manage new instructions, prepare engagement letters, and capture information in the IN Tap system
• Provide flexible support, including after-hours assistance when required for urgent filings or projects
• Utilize advanced Excel skills to create, maintain, and analyze complex spreadsheets
• Recreate and generate detailed timesheets based on fee earner activities, ensuring accuracy and completeness
• Proactively manage diaries and arrange meetings, accommodating flexible schedules
• Run and review WIP reports, prepare billing stats, and coordinate time capture
• Manage email inboxes, ensuring urgent emails are promptly addressed
• Make travel arrangements and handle personal support tasks as needed
• Maintain CRM by updating InterAction and fee earner contact lists
• Support Marketing and Business Development administration
• Assist with billing processes and timesheet management
• Mentor less experienced team members
• Work in accordance with Standard Operating Procedures
  You will report to the Dispute Resolution Practice Group Leader.

Key relationships:

• Country Management Committee
• Senior Office Operations Manager