Legal PA Financial Markets and Products

This role sits within our highly regarded Financial Markets and Products team in our Belfast office providing remote support to our Partners and Fee Earners based in London and Manchester.

A bit about the role

• Diary management responsibilities including scheduling appointments organising and ensuring the smooth running of such meetings including booking rooms and ordering refreshments etc. as appropriate by liaising with the Reception team.
• Ensuring client meeting clashes do not occur and ensuring business travel information is entered into calendars accordingly.
• File management responsibilities: Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Undertaking e-mail management (manage inbox and file e-mails) ensuring that urgent emails are promptly picked up by fee earners or forwarded to another fee earner in their absence.
• Proactive client liaison including taking messages passing on information and dealing with simple queries.
• Regular communication with fee earners to ensure both parties are clear on priorities and expectations.
• Build relationships with other teams including finance to take responsibility for chasing WIP and financial matters for partners.
• Coordination of and assisting with marketing/BD events of up to 50 people and liaising with events team internally on larger events.
• Manage the production of all documents including restyling using house styles and client document styles from initiation to delivery back to the relevant fee earner involving the Document Production team as required.
• Organising conference calls on behalf of the fee earners in a timely fashion.
• Organising transport accommodation and related documentation for travel (UK and International) as required.
• Prepare client registration documents engagement letters conflicts checks money laundering and audit letters with direction from partner/fee earner.
• Work collaboratively with other Legal Support Services teams (Practice Administration and Document Production) to provide a responsive and professional service to fee earners and clients.
• Maintain CRM records including maintaining fee earner contact lists updating calendar invites with BD information and ensuring that all BD activity is recorded.
• Support Marketing and Business Development administration e.g. prepare alerters invites web profiles presentations contact sheets tenders bids etc.
• Assisting with arranging departmental social events.
• Any additional ad hoc tasks as required.

A bit about you

• Experienced administrator or Secretary/PA with previous experience from a legal/professional services or financial/banking environment.
• Must have an understanding of diary management organisation and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team and be a role model and mentor to the junior members of the team.
• Excellent Microsoft Office IT skills Word Excel PowerPoint Publisher Outlook (Fieldfisher uses Microsoft 365).
• Must be a competent typist.
• Must be competent at producing legal documents to a high standard.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Understanding of using a computerised finance system (Fieldfisher use Evergreen).
• Understanding of using a Client Relationship Management system (Fieldfisher use InterAction).

Personal Attributes

• Must be able to pre-empt and demonstrate initiative in ensuring the workload is managed efficiently while maintaining effective communication with the fee earner at all times.
• Must have a can do approach and be willing to develop the role to ensure a high level of unsupervised support as far as can be attainable is provided.
• Must be able to work autonomously and aim to resolve problems identify solutions with minimum of supervision and direction.