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Senior Legal PA - Tax

Posted 26 January by Baker McKenzie Global Services (UK) Ltd Ended

The Role

To ensure a high level of client service and provision of quality secretarial services whilst demonstrating the ability to manage both self and others in order to contribute to an overall world class 24 hour administration service. The Senior PA reports to a Legal Support Team Leader (LSTL) and is expected, on a daily basis, to create a positive working relationship with the partners and the team with whom they work.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. The ability to interact with staff at all levels, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality, is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important. We are looking for an experienced career-minded PA, who has either legal sector or other professional services experience.

We place an important emphasis on the development and well being of our people, we look to enable all of our employees to be the best they can be in order for them to deliver an excellent client service. We provide a specifically tailored Learning & Development Programme for all staff in Secretarial Services, a structured induction programme for all of our new joiners, a buddy scheme, and offer excellent career development opportunities. Our Secretarial Services staff enjoy an inclusive and supportive culture.

Responsibilities

  • To proactively manage the Partner's time, ensuring regular catch-up meetings to review and update on diary commitments and key priorities
  • To proactively prepare agendas, papers etc in advance of key meetings
  • To understand key role, responsibilities and priorities of Partner, proactively building up strong relationships with each internal and external contact in order to provide a high level support service
  • To support Partner with highly confidential matters and documentation, as appropriate
  • To manage projects and events (eg conferences, client or department events), taking ownership of end to end process
  • To attend meetings, conference calls etc as appropriate to note key actions and responsibilities on behalf of Partner
  • To undertake proactive e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up, responded to and actioned in Partner's absence
  • To proactively make travel arrangements (visas, flights, hotels, dinners), taking full ownership of all logistics and preparing itineraries
  • To proactively support the partner with client billing and finance administration as required.
  • To support any client activities and requirements in a proactive manner, liaising with clients e.g. take messages, pass on information, deal with simple queries, meet and greet and client events
  • To build effective relationships with all Global Executive Committee PAs, acting as an ambassador for the Partner at all times
  • To build relationships with client PA's, attending events as appropriate, acting as an ambassador for the firm at all times
  • To manage the production of all confidential documents and to undertake general filing administration
  • To ensure documents returned to the Partner accurately reflect the original request before returning work, including proofreading the document, checking spelling, grammar, sense, amendments and presentation
  • To maintain and manage Partner schedule acting as the key contact point for fee earners both internally and externally, pro-actively managing diaries and arranging meetings
  • To undertake limited typing i.e. urgent short documents (digital and non digital dictation)
  • To work proactively with other PAs in the Department, to provide a responsive and professional secretarial support service to fee earners and clients
  • To lead others to ensure comprehensive telephone cover across the department in accordance with the standard operating procedure
  • To maintain CRM by proactively updating InterAction and maintaining fee earner contact list
  • Drive use of Interaction proactively communicating with fee-earners to ensure that data is up-to-date and used effectively
  • To provide personal support (non B&M related), subject to PA's discretion

Departmental coordination support

  • Work with LSTL and HR to assign PA to Partners/Associates, advising on workable allocations
  • Consult with LSTL to plan ahead, considering current and anticipated workloads, to ensure sufficient resources are in place including holiday, sickness, emergency leave, training etc
  • As requested by the LSTL prepare for arrival of and assist with induction of new PA/Admin and joiners to the group
  • As directed by the LSTL manage queries relating to the department
  • Co-ordinate and organise office moves with facilities, seeking support from LSTL as required
  • Provide feedback on performance and workflow as requested by LSTL
  • Assist with interviews at the request of the LSTL and participate with shortlisting candidates and selection
  • To support less experienced members of the team e.g. mentoring or buddying to act as role model demonstrating expected behaviours at all times

Job Holder Requirements

  • Career-minded candidates who have legal sector or other professional services experience / background, i.e. from the Big Four or banking sector.
  • Experience at supporting senior management level
  • 'Can-do' attitude, demonstrates proactivity and takes the initiative
  • Consistently demonstrates secretarial competencies to the highest level in all areas
  • Strong technical skills, including proficient in all software packages (Word, Excel, PowerPoint)
  • Excellent communications skills, both written and verbal
  • High level organisational skills
  • Understanding of the importance of Client Service
  • People Management experience

Personal Qualities

  • Flexibility, Dedication, Humanity and Efficiency

Reference: 34325526

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