Legal PA - Corporate FTC

London (Central), London (Greater)
05 Feb 2019
06 Mar 2019
Role Classification
Other Professional
Contract Type

The Team

Our global Corporate practice helps clients to structure their business in the most efficient way, minimising regulatory burdens and complying with relevant regulations. They can assist in setting up new businesses and product lines and draft and negotiate client, brokerage, investment management and custody agreements as well as compliance documentation. They also advise on perimeter issues, the rules governing the promotion and sale of financial products, and negotiate and document the regulatory aspects of corporate transactions.

We are currently looking to recruit a part time Legal PA to work as part of a highly motivated secretarial team to provide a professional, proactive, flexible and high level service to an allocated group of fee earners and to the wider fee earning team.

The Role

Specific responsibilities include:

Technical ability

  • Embraces and promotes the use of technology and new approaches
  • Takes responsibility for ensuring technical skills meet the requirements of the team
  • Works proactively with fee earners to ensure documentation meets clients’ expectations and deadlines
  • Demonstrates excellent written communication skills, sufficiently developed to draft non-routine correspondence and emails, as instructed by fee earners
  • Produces, edits and amends (short and/or urgent) documents with speed and accuracy; this includes legal documents along with some marketing documents (i.e. Bids/Briefings)
  • Formats, paginates, numbers and presents documents in Norton Rose Fulbright LLP house style
  • Proof reads all work, checking for spelling and grammar

Administrative skills

  • Provides proactive administrative and organisational support to the practice area ensuring and promoting quality, excellence and efficiency of service
  • Prioritises and ensures smooth handover of document work to and from the Document Production Centre, liaising with Document Production Technicians and Fee Earners as appropriate in relation to progress of work and anticipated deadlines
  • Manages diaries of allocated fee earners in Microsoft Outlook to include:
    • Making and rearranging appointments ensuring efficient scheduling of meetings
    • Proactively managing potential clashes
    • Arranging meetings/conferences
    • Sending and responding to invites on behalf of fee earner
    • Booking restaurants and arranging associated travel
  • Prepares papers for meetings, proactively seeking out and dealing with any necessary paperwork etc
  • Proactively organises regular catch up meetings with the fee earners and ensures outcomes are followed up on
  • Makes fee earner travel arrangements and observes budgets are in line with the Norton Rose Fulbright Travel Policy, to include:
    • Preparing ‘door-to-door’ travel pack (full itinerary, tickets, relevant maps and/or directions, contact numbers)
    • Booking hotels
    • Booking flights
    • Booking client and/or interoffice meetings
    • Arranging cash, currency, visa, passport etc
  • Ensuring InterAction is updated with relevant client interactions
  • Processes expense claims, payment requisition forms, returned advances, allocating to appropriate budgets
  • Proactively seeks client information/business cards and updates in order to maintain and update client and other relevant contact details on CMS/InterAction database. Manage ‘watch lists’
  • Co-ordinates and liaises with Business Development in relation to fee earner CVs, business development materials, information packs
  • Provides support in relation to business development events relating to the corporate team and be responsible for assisting with follow-ups
  • Organises team events, including external and internal major client events, presentations and video conference calls
  • Undertakes internet research for fee earners as requested
  • Processes finance forms in relation to matter management and be an advocate for ensuring all processes are completed correctly– including new clients, new matters, extended matter offices/partner roles, engagement letters
  • Ensure that all electronic filing and paper-based filing is up to date and maintained at regular intervals in line with Norton Rose Fulbright Best Practice
  • Assist with the preparation of narratives and bills
  • Carries out photocopying and scanning as required
  • Provides full support to the Head of Secretarial Services and the Corporate Secretarial Coordinator in the full range of activities that are performed and carry out any other duties as reasonably requested

Professional skills

  • Develops an understanding of the team’s clients, current workflow and critical deadlines in order to be able to respond to internal and external queries professionally, appropriately direct telephone calls and manage the urgency/turnaround of documents being passed on to the DPC
  • Understands and uses basic legal/corporate terminology, know how the department operates and who and what the Key Clients and Headlights are
  • Immediately clarifies instructions from fee earners should they be unclear or if deadlines are not made explicit
  • Supports other members of the secretarial team and provide cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines
  • Ensures that there is sufficient telephone cover through the day to ensure that at least 90% of redirected calls are personally answered
  • Is the expert and ‘go to’ contact in terms of where to source knowledge and information throughout the practice - InterAction; travel; meeting rooms, videoconferencing, business development information, intranet etc
  • Acts as a mentor and role model to trainees and junior secretarial staff, sharing knowledge, skills and experience in the provision of excellent service
  • Provides full support to fee earners, including those in the wider team, in the full range of activities that are performed and carry out any other duties as reasonably requested
  • Demonstrates a client-oriented focus with the ability to professionally communicate and deal with people at all levels, both internally and externally

General approach

  • Establishes rapport with and trust of staff, managers and internal and external clients
  • Shows a positive approach and interest in the work of fee earners and the wider team
  • Takes ownership of queries: resolves, escalates or identifies alternative contacts as appropriate and uses initiative to actively seek solutions to problems
  • Proactively seeks to identify and acts on opportunities to improve processes or ways of working
  • Supports fee earners when clients are demanding the work product to be delivered
  • Supports and builds collaborative working relationships with own fee earners as well as other members of the team and actively works for the interests of the whole team
  • Exercises confidentiality, discretion and personal sensitivity in all aspects of role
  • Demonstrates tact and diplomacy in relation to confidential client and/or team matters

Skills and experience required

  • Established experience of working in a fast paced professional services organisation
  • Excellent organisational and administrative skills
  • Demonstrative interest in the work of the team and the Corporate department
  • Strong time management and prioritisation skills as will be required to support a demanding group of Fee Earners at different levels of seniority
  • Ability to use initiative/problem solve
  • Flexible approach as may be required in order to assist the wider team and/or to meet document or client deadlines
  • Is an effective user of key software packages, (i.e. Word/PowerPoint/Excel) and takes responsibility for any training (e.g. MOS) to improve relevant skills needed to meet the needs of the business
  • Team player; Proactive
  • Excellent client care skills

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