UK Visa Sponsorship Analytics

Occupation TypePersonal assistants and other secretaries

Occupation Code Skill LevelMedium Skilled

Sponsorship EligibilityIneligible for Sponsorship

Above analytics are generated algorithmically based on job titles and may not always be the same as the company's job classification. You can also check detailed occupation eligibility, and salary criteria on our UK Visa Eligible Occupations & Salary Thresholds page.

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Description

Executive Assistant – Personal and Family / Wills Executry

Based in our Edinburgh office

REPORTING TO

Practice Support Manager

JOB PURPOSE

To work as part of a team in the provision of executive assistant / administrative support to the Personal team in our Edinburgh office. To assist the Personal and Family practice area as a whole, whilst ensuring in addition, the provision of an efficient and quality service to Brodies’ external clients.

CORE TASKS

Once trained in the firm’s Artificial Intelligence (AI) systems, using these to drive efficiencies and promote speed / accuracy in all tasks.
Diary management – makes and amends appointments, arranges meeting rooms, tracks responses and organises refreshments if required.
Responsible for taking new client queries (including relevant details of the background to the query).
Anticipate requirements for meetings i.e. organise papers, produce itinerary, directions, backgrounds/profile information.
Proactive e-mail management – ensures documentation copied to client folder (as required), flags important emails and ensure dealt with, checking lawyer inbox when out of office/in meetings and actions important/urgent emails where appropriate
Scan mail save to the document management system (‘DMS’) in the relevant folder, organise and prepare necessary responses for lawyers and paralegals.
Prioritise and manage multiple projects and follow through on issues in a timely manner.
Responsible for maintaining practice area organisation during times of holidays/absences for lawyers and paralegals– checking for important mail/voicemail/emails and responding if necessary or passing to another lawyer or paralegal.
Responsible for ensuring all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals
Maintain intimate knowledge of current affairs in office and able to deal with clients and third parties on a day-to-day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively.

Update contacts and distribution lists in Outlook.

Proficient in the preparation of Excel spreadsheets.

Responsible for drafting letters of engagement.

Organises expense claim forms and collate necessary receipts.

Pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion ensuring completing appropriate cash form as required.

Assist with billing, attend team/billing meetings, prepare bill and narratives for lawyers to sign off on and send to appropriate biller for finalising.

Assist in populating and updating internal systems and databases, including Client Relationship Management system to enable information to be pulled from these databases when necessary.

File documents in appropriate location both electronically and in hard copy, and organises opening and closing of files and papers when necessary.

Sourcing travel and accommodation, organising all aspects of travel and anticipating important information and documents that lawyers may need whilst travelling, i.e., timetables, distances, etc.

Minute taking where appropriate.

If required type and amend all client correspondence and legal documents (often confidential) to a high standard in compliance with Brodies preferred document styling.

Liaise with legal document specialist to ensure the completion of all BigHand dictation and documents within the required timescales assisting where necessary

Proof reads documents to ensure accuracy, formatting and presentation are maintained

Provide assistance to other executive assistants in the Personal and Family team as required

Provide support to legal colleagues who are remote workers, acknowledging that this may increase the level and importance of in-office administrative tasks e.g. managing, storing and posting hard copy documents as instructed

Maintain a tidy office environment in terms of the less paper guidelines

Be aware of Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION

Should have knowledge and experience of working within a busy Personal and Family team
This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
Excellent communication skills and confident in dealing with people at all levels
A strong team player – willing to go beyond regular duties and help out where needed
Presents a professional image to clients and other external organisations at all times
Seeks out opportunities to provide a more efficient and proactive service to lawyers and paralegals
The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or work on a different timetable – 8:00-16:00 or 10:00-18:00. The core office hours are Monday to Friday 9:00- 17:00.
Working practices and executive assistant allocations within the practice group will change from time to time and the successful candidate should have an open and flexible attitude to change and a willingness to train within other legal practice areas (CPD)
Organises and prioritises time effectively
Uses initiative and able to work independently
Self-motivated
Commercial and profit focussed

SKILLS

Excellent organisational skills
Ability to multi task and prioritise
Proficient in the use of AI to assist with tasks or, where less experienced, willing to undertake training to upskill in this area
Proficient in the use of Microsoft applications:
Word – track changes/mail merge
Outlook – diary management, contacts, tasks
Excel
PowerPoint
Willingness to enhance IT literacy through training, in particular AI
Experience of Aderant (preferred but not essential)
Experience of DMS (preferred but not essential)
Experience of BigHand (preferred but not essential)
Accurate and competent in document production including formatting and presentation
Experience of working with non-office-based colleagues (i.e. remote workers)