Pa

Position Summary: To provide complex and specialised secretarial and administrative support to assigned fee earners within the Corporate practice. Specific duties include, but are not limited to, the following, Technical

• Prepare documents to support fee earners which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product.
• Complete all document processing and correspondence assignments accurately and within fee earner's stated timeframes.
• Make all necessary travel arrangements, adhering to the firm's Travel Policy.
• Organise diary appointments, arrange meetings (book meeting rooms, confirm appointments/details, distribute/prepare material where required) and diary management.
• Prepare presentation slides and materials for internal/external meetings and seminars in the Firm's house style
• Assist with the production of bills and liaise with the Accounting and Finance department where required.
• Comply with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role).
• Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters.
• Maintain current floater instructions, and client/matters lists.
• Photocopying and printing.
Personal Management
• Coordinate internal procedures and compile backup materials for fee earner/paralegal preparation of audit letter responses.
• Deal with telephone enquiries, managing client enquiries/requests for meetings and taking accurate messages and passing them on promptly or trying to assist and responding on behalf of the fee-earner, if appropriate.
• Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for fee earner's contacts and updating, maintaining and resolving conflicts within the CRM tool.
• Manage fee earner work, allocating and prioritising tasks on a daily basis.
• Prepare Expense Reports, Travel Reimbursements, etc. in accordance with accounting guidelines.
• Book training as required and ensure compliance with firm's procedures. Gain the requisite authority for such training as required.
• Keep record of any fee earner training undertaken for SRA or other jurisdictional purposes.
• Enter Daily Time Entry (DTE) on a daily basis. Maintain file copies of released DTE.
• Create and maintain paper files, including chronological files and indexes not stored in Records Department.
• Keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
• Follow firm's archiving process as set by the Records Department.
• Prepare and arrange couriers, document production and facsimile requests as needed.
Client Focus
• Maintain good client relationships for the fee earners.
• Assist with client queries in a professional and timely manner.
• Assist internal clients (all groups within the business) with queries and respond in a timely manner.
Communication
• Liaise with clients and callers when fee earners are out of the office. Take accurate messages and dealing with queries or assist callers wherever possible.
• Assist and take ownership for internal/external queries in a polite and professional manner. Seek out information and resolve queries.
• Maintain confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
Team Work
• Provide assistance to other Partners and fee earners during the absence of other secretaries in the team, as and when required.
• Other duties as assigned or required.
  
  Cooley (UK) LLP are looking for a Legal PA to join their business practice in London. The successful candidate will be a team player and able to organise and prioritise work assignments, as well as delegate tasks to support departments when necessary., Required:
• Fast and accurate typing (minimum typing speed 65WPM).
• Advanced knowledge of Word, MS Windows, Outlook, Excel, PowerPoint, Visio, and Acrobat.
• After orientation at Cooley, exhibit proficiency in all Firm specific applications including WorkSite/FileSite, IntApp, eDictation, the CRM tool, WorkShare, Litera ChangePro, Best Authority and scanning software.
• Ability to strip document formatting and reformat in house style.
• Ability to convert PDF documents to Microsoft Word.
• Educated to GCSE standard/equivalent or above.
• Previous Corporate legal secretarial experience in a law firm environment.
• Available to work overtime, as necessary.
Preferred:
• A secretarial qualification preferred.
Success Factors:
• Strong customer service focus.
• Ability to work independently and as part of a team in a fast paced environment for multiple fee earners, meet deadlines and maintain flexibility with work assignments (including changes in fee earner assignments) and work schedule.
• Ability to organise and prioritise work assignments, as well as delegate tasks to support departments when necessary.
• Must demonstrate initiative, diplomacy and tact.
• Possess excellent written, communication and proofreading skills with high level of attention to detail.
• Demonstrate professional manner at all times.
• Excellent organisational skills.
• Resilient and calm under pressure.
• Demonstrate a proactive approach and sound judgement at all times and in line with service need with the ability to identify solutions and deliver resolutions effectively.
• Demonstrate numerate and analytical skills.
• Reliable, committed and punctual.
  
  Cooley (UK) LLP offers an excellent benefits package and competitive compensation.
Diversity and Inclusion Statement We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. We are proud Fortune heralds us as one of the greatest places to work. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Firm will be based on merit, qualifications and abilities. The Firm does not discriminate in employment opportunities or practices on the basis of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training. General Sign-Off Specific duties for this position will be assigned; the requirements may vary from time to time, depending on the needs of the Firm.