Legal PA

London, England, United Kingdom

11/28/2024

The firm

Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation. The first top 50 law firm to achieve ‘Platinum Standard’ Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm.

We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits.

To discover more about our benefits, please visit: Benefits Package

The role

Working alongside a strong PA group, the successful candidate would be expected to provide full PA and secretarial service support to the Partners and Legal Advisors in the Corporate team. This role requires proactive thinking to support the needs of the Legal Advisors.

Main responsibilities

• Full diary management.
• Assisting with invoicing and incoming/outgoing funds requests, including cheque requisitions.
• Email management to include email filing.
• Collation and sending out of monthly reports.
• Preparation of draft emails and correspondence for approval.
• Complex document production, cross-referencing and amendments
• Typing reports, file notes, correspondence and attendance notes.
• Preparing enclosures ready for signing and sending out with the post.
• Incepting clients and matters in line with the firm’s guidelines
• Closing client matters in line with corporate best practice.
• Assisting in the undertaking all money laundering compliance on new client inception.
• Assisting in conflict checks prior to client and matter inceptions.
• Filing and eFiling of incoming and outgoing post and correspondence.
• Preparation of Expense claims.
• Undertaking all client filing management and archiving tasks.
• Liaising with clients, mainly over the telephone.
• Organising meetings, travel arrangements etc.
• Travel booking for legal advisors
• Answering the telephone and dealing with routine enquiries
  
  

Skills and qualifications

• Previous secretarial/administrative experience within Corporate, similar practice area or other professional service firm (although not required depending on candidate)
• Excellent document production skills in particular within word, updating complex documents
• Self motivated and able to work without supervision and to a high standard
• Excellent and accurate keyboard skills required.
• Good working knowledge of various applications – Word, Outlook and Excel (basic knowledge) (Powerpoint helpful but not a necessity).
• Taking care and attention into all correspondence and documentation
• Flexible with the ability to adapt to change, new practices and cope under pressure
• Excellent presentation skills reflected in their work
• A methodical and organised approach with keen attention paid to every detail
• Good organisational skills to ensure that the tasks are effectively prioritised within working time available, and that urgent work is completed and returned within the specified timescales.
• Friendly and helpful approach to dealing with queries
• Excellent communication skills and telephone manner
• Good listening skills
• Able to integrate within a team as well as working on one’s own initiative
• Ability to be pro-active and deliver a quality service to both internal and external clients.
  
  

Equal opportunities

Our approach to our people is underpinned by our approach to diversity, inclusion and well-being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.