It's Time
Allen & Overy is a leading global law firm operating in over thirty countries. Embracing new trends and harnessing decades of experience, we've earned our place at the forefront of the legal industry. Our partners are recognised as leaders in their field and our deals and cases often make headline business news. As a result, we've developed a reputation for delivering excellence, in all that we do. Today, we're continuing to break new ground. By embracing new ways of thinking and integrating technology into our everyday work, we've been named as the Most Innovative Law Firm in Europe by the Financial Times five times.

Join our team and you'll be part of a flexible, inclusive culture underpinned by openness and acceptance. We're driven by the belief that, to perform, people need support and space to collaborate. By combining those values with an ambitious outlook, we can give you the opportunity to thrive.

A&O Consulting
A&O Consulting was set-up in 2018 with the vision to build a market leading regulatory advisory practice integrated with legal expertise and solutions. Providing quality, high value, legally informed premium services founded on rigorous analysis from strategy through to execution, harnessing the expertise of A&O's existing financial services offering.

Role purpose
The A&O Consulting Team PA will act as personal assistant to a number of individuals within the group (Managing Director/Executive Director and Consultants). In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of complex documents and presentations.The position will suit an individual who is adaptable, capable of managing a high volume of work, works well in a team and thrives in a new and fast growing business.

Key relationships

• Managing Directors/Executive Director/Consultants
• Steerco and Management Team
• Clients
• Management team supporting the group (COO, BD and HR)
• Support teams (Peerpoint, LSC, Business Services, Finance, Document Production)
• Responsibilities
  The key responsibilities of this role include:
  
  General PA duties
• Daily maintenance of diary events and organisation of the day-to-day schedule of the team, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of the team to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
• Preparation of holiday/absence handover notes and liaison with team with regard to covering team absences
• Deal/Matter Support - Coordination of file opening, client care, and end of matter details
• Document Support - Preparation of client documentation and correspondence
• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
• Finance - Coordination and preparation of invoices and all expense claims
• Demonstrate an understanding of the end-to-end billing process and financial system
• Take responsibility for submission of expense claims on behalf of the team and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
• Routinely update Carpe Diem; complete and close timesheets where appropriate and the team where necessary
• Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
• Edit time narratives within 3E, print billing guides and prepare invoices
• Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
• Business Development
• Work on client pitches and presentations, to include awareness of date for submission to client; liaison with Business Development, Creative Services and Printroom for timely production of documentation
• Coordinate/organise client events and meetings and ensure all details, post-event, are followed up
• Undertake research on clients or potential clients, including putting together briefing packs as and when required
• Maintain/update EPiC experience records and events calendar; liaise with the team and Business Development to ensure all information is collated
• Assist with updating ClientCore records
• Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise the team of key activities of client (e.g. birthdays, maternity leave etc.)
• Understand and appreciate key client contacts and build relationships with PAs at key clients
• Ensure A&O databases are kept up to date, e.g. APEX, EPiC, CVs, ClientCore and A&O.com
• Group Coordination
• Organise regular SteerCo and Management Group calls, sending out agendas and minutes and coordinating the distribution of papers
• Liaising with the management team on A&O Consulting administrative matters
• Liaising with the resourcing team and others to organise relevant meetings and activities
• Liaising with the LSC and Peerpoint coordinators as and when required in order to organise resourcing support
• Due to the evolving nature of the business, there may be tasks in addition to the above, dependent on role and department.
• Key requirements
• A team player, self-starter, motivated, versatile and able to effectively prioritise
• Exceptional administrative and organisational skills
• Calm under pressure and able to assess and prioritise workload in a deadline oriented environment
• Attention to detail and ability to problem solve is essential
• Knowledge of A&O and its personnel or at least of a major law firm or other professional services/consultancy firm
• Confident and effective communication skills - both written and oral
• Strong interpersonal skills - with A&O partners and MDs/EDs,, A&O support functions and clients
• Advanced technology skills, ideally document management software, Powerpoint and other Microsoft Office programmes