Accurately produce correspondence, documentation (including any related matters e.g. mailslips, forms, couriers etc) and presentations, utilising efficiently relevant software e.g. Word, Excel, PDF Docs/Adobe, PowerPoint, and dictation software when used. Liaise where necessary with WP in the production of WP documents but be capable of creating and amending large documents.
Carry out client and matter opening and closing using and in accordance with the firm's processes and procedures, including liaising with Finance and AML teams, carrying out and recording the outcome of conflict checks and producing letters of engagement.
Diary management checking weekly, monthly and annual commitments in advance and responding to enquiries relating to availability, including room booking, catering, IT support and communication with attendees, as required.
Manage email accounts, including review of partner inboxes and inboxes of all fee earners on holiday or otherwise absent (including travelling) and e-mail storage and file management.
Manage attendance, rooms and technology and attend and take notes for all Team Meetings and assist in ensuring fee earners complete agreed tasks.
Carry out Active Matter reviews with fee earners in connection with regular billing and payment of invoices.
Manage process for producing invoices (at month end and otherwise as required) and sending these to clients. Completion of all required information for clients' fee portals
Dealing with queries regarding invoices, including managing and obtaining client purchase orders where applicable.
Undertake filing/scanning.
Arrange and, as necessary, assist with photocopying/binding.
Deal with clients and contacts and assist/redirect as required.
Plan and manage (including creating itineraries and updating diaries with relevant details) travel and hotel arrangements and reclaim expenses.
Manage contact information for clients and contacts (including updating CMS/Marketing database).
Undertake ad hoc administration e.g. organising team training, as required.
Check FlowMatrix for fee earners daily (ensuring document distribution, saving and naming protocols are followed).
Manage the team's paper storage - including indexing; local storage; off-site storage etc.
Liaise with support teams e.g. Finance, Facilities, Reception, Marketing and Communication, IT.
To provide support to the wider PA group, including other divisions and offices, as and when required.
