Personal Assistant

Overview

Job Description Providing high value support is an essential part of the services we provide as a Legal Administration function. Developing strong and lasting relationships with key stakeholders, supporting team members, and developing technical expertise are integral to the success of this role. In an ever changing fast-paced environment, we take pride in achieving objectives that support DLA Piper in its provision of market leading legal services.

As a Personal Assistant you will work collaboratively with partners, fee earners or senior business services leaders to deliver an exceptional legal administration service.

• Stakeholder engagement:
  Developing strong relationships with stakeholders within your team and across the firm
• Proactively promote the benefits of team working with fee earners and senior business service leaders
• Sharing any feedback received from stakeholders with Team Leader/Team Coordinator/Assistants Manager in a timely manner to help resolve issues in order to maintain excellent service delivery
• Sharing knowledge and best practice with team members to help create consistent levels of support
• Acting as a role model and mentor to less experienced members of the team by sharing knowledge and best practice
• Actively participating in and contributing to team meetings

• Providing support directly to partners and fee earners with new client and matter set up and management activity (opening and closing procedures)
• Engaging with partners, fee earners and/or clients to capture mandatory information for client onboarding and compliance reviews
• Liaising with the billing team to ensure client master data is timely and accurately updated to streamline downstream billing processes

• Proactively monitoring workflow from the team inbox and completing tasks in priority order
• Managing fee earner/senior business services leaders expectations in terms of deadlines and outcome of tasks assigned
• Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency

• Providing support to partners and fee earners taking a proactive approach to tasks and anticipating potential problems
• Ensuring accurate and timely use of relevant platforms to facilitate matter opening, matter maintenance, closure and archiving
• Managing and/or assisting with accounts payable (invoices), expenses and disbursements
• Recording time for partners and fee earners when required (including non-billable productive time) on a daily basis
• Demonstrating excellent file management of correspondence, documents, emails and research
• Coordinating internal and external client meetings effectively, ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place
• Assisting fee earners/senior business services leaders with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Drafting, creating and editing documentation, in line with the DLA Piper Style Guide templates and precedents, working appropriately with Document Production teams as and when required
• Arranging travel bookings including visas, flights, hotels, taxis, accommodation and rental cars, etc
• Working collaboratively with the wider team to support both partners and the Marketing and Business Development team with client-related activities within the practice group, including supporting small-scale events, pitch generation via Qorus, Credentials, CVs, legal directory submissions and Inter Action related activity
• Understanding client financial reporting processes and providing support when required
• Collaborating with billing and finance teams to support processes as and when required and working with associated platforms/applications
• Understanding what is expected from you in order to work effectively remotely in line with the firms Worksmart Flex policy, meeting our expectations that you will work efficiently and productively wherever you choose to work and being present and available during core hours for in person learning, supervision, feedback, team meetings, general business support etc
• Assisting on ad-hoc projects as and when required
• Undertaking any other duties as required to fulfil the role

• Previous experience in an administrative role within a professional services environment
• Proficient in utilising technology platforms and systems, such as MS Office suite
• Strong organisation and prioritisation skills
• Good stakeholder management and communication skills
• Ability to demonstrate problem solving skills
• Good verbal and written communication skills
• Adaptable, and willing to flex to meet business needs
• Able to remain calm under pressure

Were a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas,…