Senior Personal Assistant (Banking & Finance) Job Share

at  Gowling WLG UK LLP

ABOUT YOU:

The ideal candidate will have:

• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm.
• Excellent telephone manner. Confidence to deal with routine client queries and take the necessary action in the absence of fee earners.
• Excellent communication, organisational and team skills.
• Excellent attention to detail.
• Flexible, proactive and dependable with a results orientated approach.
• Able to remain calm under pressure, work to tight deadlines and prioritise workload. Confident in taking the initiative.
• Conscientious, approachable and enthusiastic.
• Experience in a similar role within a Legal Corporate Team is preferable.

The successful candidate would participate in a job-share role on a week on/week off basis with our existing Senior Personal Assistant who currently works for a range of Partners and fee earners within the Banking Team (this can be either London or Birmingham based). The successful candidate will be supporting our lawyers with the day to day administration, client management and financial responsibilities.

Client Relationship Management

• Take an active part in the care of clients and be wholly familiar with contacts/clients. Specifically a requirement to take ownership of the administrative aspects of the firm’s client care programmes. Demonstrate a positive and responsive approach to dealing with client queries and ensure efficient delivery of the administration related to client matters in the absence of the fee earner.
• Take responsibility for ensuring that progress of work is known and shared with others where necessary.
• Be aware of any service level agreements in place, especially regarding response times etc and ensure that fee earners are aware of them. Alert partners and fee earners to any potential issues, keeping track of progress, and using own initiative to highlight items for resolution.
• In conjunction with BD, take ownership of the administrative organisational aspects of UK and international client seminars and events attending where appropriate.
• Enter and update client details and relevant information onto Interaction. Circulate contact sheets as required.
• Demonstrate a good knowledge of research tools and information relating to client prospects.
• Arrange client meetings.

Administrative

• Manage diaries, ensuring they are up to date and reminding fee earners of meetings etc on a daily basis. Ensure critical date diaries are up to date and circulate to team.
• Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external.
• Coordinate travel arrangements in the UK and internationally, book and confirm reservations and deal with related details/papers/itineraries.
• Arrange photocopying, printing, organising couriers, sending out of letters, etc.
• Arrange for files to be opened and closed, supervise general filing, e-filing, scanning requirements and record keeping.
• Use effective systems to ensure that both short and long term tasks are completed within required timescales.
• Support lawyers in marketing activities including involvement in preparation of pitches and presentations.
• Good working knowledge of procedures relating to the team.

Communication

• Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner. Ensure that all client related correspondence is passed on to appropriate fee earner and follow up to ensure that matters are dealt with proactively if the relevant person is out of the office.
• Monitor post and/or emails and deal with as appropriate. Respond to routine queries using own initiative.
• Manage outbound correspondence with supporting documentation.
• Liaise with business support departments on behalf of fee earners as required.
• Liaise with the CFT Co-Ordinator over any planned absences.
• Report fee earner absences to the Practice Operations Manager/Co-Ordinator.

Document Production

• Coordinate correspondence, attachments, documents, reports, presentations, etc. produced by the DPC team before they are passed to the relevant fee earner for approval/sign off and undertake basic/minor amendments where appropriate.
• Type short correspondence and emails when required.
• Produce and maintain Excel spreadsheets as required.

Financial

• Coordinate the billing process and assist fee earners in the billing and credit control process by liaising with the fee earner and accounts and to produce financial/time reports through the system. Be aware of any service level agreements or arrangements with clients requiring bespoke billing information.
• Be competent in the delivery of more complex client reporting as and when required.
• Liaise with finance and cash functions as appropriate.

Compliance

• Demonstrate a good knowledge/understanding of our client opening processes.
• Carry out the processes/tasks in relation to opening new clients and matters on our systems.
• Arrange for files to be closed.
• Supervise general filing, e-filing, scanning requirements and record keeping.

Team Duties

• Assist others across the Team and the wider Group whenever there is spare capacity.
• Work effectively with other legal and support departments as required.
• Seek out opportunities to pass on knowledge to colleagues and actively involved in the training and development of PAs in the Team/Group.
• Any other reasonable duties delegated by any Partner, Senior Manager of the firm, Practice Operations Manager or Practice Co-Ordinator.