Personal Assistant

Personal Assistant Salary: £40,000 per annum for London based, or £33,700 per annum for Cambridge based, plus company benefits

Location:

London, EC1M, or Cambridge, CB2 1GE

Contract:

Permanent, Full Time

Shifts:

37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break

Work model:
Potential for Hybrid working after 3 months (3 days office based, 2 days home based)
Williams Lea seeks an experienced Personal Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

The role of the Personal Assistant is to provide enhanced, proactive support to fee earners to enable them to operate efficiently. The support provided needs to be a seamless legal service to clients.

The Person al Assistant role is expected to use a high degree of self-management and initiative and to maintain a high level of confidentiality.

The Person al Assistant supports the Corporate Commercial solicitors at the London, Cambridge or Bath office (circa 15 solicitors of varying levels of need).

The Person al Assistant will act as workflow manager for other support services. This includes delegating and supervising the completion of document production, file management and copying/scanning work which are primarily undertaken by other relevant business support services.

There would be the option of hybrid working after initial training/probation. This will normally be 3 days in the office and 2 days working from home.

Key responsibilities

Responsibilities include but are not limited to:

Proactively managing complex diaries for both partners and fee earners

Answering telephone calls in a timely fashion, taking clear and detailed messages

Organising internal and external meetings. Greeting visitors and arranging client refreshments

Liaising with clients via email or telephone and acting as a point of contact

Assisting fee earners in the billing and credit control process. Generating accurate billing reports, draft bills, and accompanying letters in a timely manner

Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate

Ensuring accurate and timely use of client relationship management tool to facilitate matter opening, maintenance, closure and archiving

Maintaining up to date client records on the firm’s client relationship management tool, including client contact details, client specific requests in relation to billing and bill formats, details of other parties etc in line with the firm’s policy and processes

Co-ordinating fee earner movements and making travel arrangements

Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policies

Managing the process of submitting partner/fee earners expenses in a timely manner

Co-ordinating the completion of document production (including digital dictations/manuscript amendments), e-filing and file management, photocopying and scanning services, organising couriers, sending out of letters/faxes etc Managing the production of official documents including bundles, court papers, and relevant documents along with liaising with the Courts/Tribunals Actively participating in all relevant training

Demonstrating flexibility with working practices/processes in…