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Job description

The Team

The work of the Corporate Financial Services Team (CTFS) covers a broad range of corporate work for banks, asset managers and other financial institutions.

We are currently looking to recruit a 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 - principally on the IT and outsourcing side of the team - and to the wider fee earning team.

The Role

Administrative skills
  • Provides proactive administrative and organisational support to the practice area ensuring and promoting quality, excellence and efficiency of service
  • To be proactively involved with the monitoring, recording and updating of the holiday system
  • To be responsible for weekly matter reporting
  • To be proactive in attending weekly team meetings, taking notes and being responsible for ensuring all follow-ups are undertaken
  • To be responsible for monitoring the business development budget, spotting potential misallocations and flagging large spends
  • To take responsibility for staff moves, new joiners, work placements and overseas visitors
  • To proactively update the teams telephone list and circulate when necessary
  • Prioritises and ensures smooth handover of document work to and from the Document Production Team, 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
  • Booking taxis/transfers
  • Arranging cash, currency, visa, passport etc
  • Processes expense claims, payment requisition forms, returned advances, allocating to appropriate budgets
  • Co-ordinates and liaises with Business Development in relation to fee earner CVs, business development materials, information packs
  • 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
  • Ensures 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
  • Carries out photocopying and scanning as required
  • To carry out any additional adhoc requests for the CTFS team
  • Provides full support to the Head of Secretarial Services and the Secretarial Coordinator in the full range of activities that are performed and carry out any other duties as reasonably requested

Client Interaction
  • Provides support in relation to business development events relating to the CTFS team and be responsible for assisting with follow-ups
  • Provides support for the recording of events, presentations and video conference calls
  • Organising team events, including external and internal major client events, ensuring business development activities are recorded
  • Updating website, the CTFS blog and the teams LinkedIn profiles with published articles
  • To proactively maintain and update client and other relevant contact details on InterAction as well as creating and editing mailing lists
  • To support and build working relationships with the clients
  • To be flexible and supportive at short notice to meet client deadlines

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 pitches, briefings speeches and other marketing materials
  • Formats, paginates, numbers and presents documents in Norton Rose Fulbright LLP house style
  • Proof reads all work, checking for spelling and grammar

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 Document Production
  • Understands and uses basic legal/IP 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 IP 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

Learn more about Norton Rose Fulbright

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