I am working with an international law firm and they are recruiting for a role within their Edinburgh office. The hours are 9am-5pm and they offer hybrid working (3 days in the office/2 from home). They will also consider candidates whom have worked within professional services or candidates whom have experience as an administrator and is looking to expand their career.
The Role
To deliver outstanding proactive executive support to partners and fee-earners, displaying a keen focus on high-quality client service. This is a great opportunity for someone who is motivated and passionate about delivering a professional service of the highest quality.
The role offers valuable experience, training, and genuine career development prospects.
Responsibilities
Organisation and Planning
- Complex diary and travel management with supervision when needed.
- Diarising and supporting the monitoring of deadlines.
- Arranging client entertainment and assisting with organisation of client seminars/conferences with supervision when needed.
- Preparation of agendas and meeting papers.
- Responsibility for organising internal events (e.g. training sessions, social events).
- Creating first draft emails and letters on behalf of fee-earners ready for review.
- Ownership of inbox filing delegating to an Administration Assistant as appropriate.
- Interface with other business services teams and ownership on resolving any business operations problems.
- Managing fee-earner capacity trackers.
Business Development and Client Relationship Management
- Research into clients as instructed by fee-earners.
- Acting as key client contact for non-legal queries (e.g. dealing with telephone queries, liaising with client secretarial team to discuss billing processes).
- Building and maintaining effective relationships with both internal and external clients.
- Supporting client reporting requirements.
- Supporting partners on bids, tenders.
- Supporting partners with creation of client presentation materials.
- Supporting events in collaboration with Business Development.
Financial Management and Matter Opening
- Handling any complex billing arrangements with supervision when needed.
- Supervising Administration Assistants with routine billing and expenses processing.
- Supervising Administration Assistants with post-matter completion.
- Supporting Partners on monitoring WIP management with supervision when needed.
- Completion of NBI forms.
- Preparing letters of engagement.
- Arranging conflicts and AML checks.
- Ensuring all parties lists are kept up to date.
Document Management
- Preparing pitch documents.
- Transcribing BigHand dictations of less than 5 minutes.
- Archiving and storing of original documents.
- Creating and amending data sets in Excel.
- Creating and amending PowerPoint presentations.
- Creating, formatting and amending Word documents.
- Carrying out document comparisons and document conversions (e.g. PDF to Word, house-style).
- Proof reading.
- Creating Tikit links.