Our Corporate team is seeking an experienced PA to support a
team of Partners and Fee Earners of varying levels of seniority. The main purpose of this role is to provide
highly professional, efficient and proactive PA support to the team.
This is a 12 month fixed term contract covering maternity
leave, based out of our Bristol office that offers hybrid working.
What you'll do
- Support Partners and Fee Earners by scheduling meetings,
arranging International travel, assisting with the co-ordination of internal
and external events, monitoring spend against budgets, taking minutes of
meetings, preparing action lists and proactively driving forward delivery of
the actions by colleagues across the business.
- Proactively take responsibility for the organisation of all
travel arrangements and itineraries, for the team of Partners and Fee Earners.
- Draft short correspondence and communications, demonstrate
excellent IT skills, with the ability to amend and format large and complex
documents.
- Identify opportunities, actively contribute and be involved
with ad-hoc projects.
PA Responsibilities to the Team:
- Provide highly professional, effective and proactive PA
support to a number of Partners and Fee Earners.
- Assist with full diary management for the Partners and diary
commitments for the team, pre-empting and identifying any diary conflicts, and
pro-actively helping to resolve these.
- Proactively take responsibility for travel arrangements,
conference bookings and meeting room bookings in advance, together with
ensuring any meeting materials are prepared and delivered in a timely manner.
- Play an active role in understanding, managing and taking
responsibility for the billing process by working closely with our accounts
team and preparing financial reports for clients, the Partners, and the fee
earning team; prompting Fee Earners to raise invoices; monitoring debt and
prompting Fee Earners to chase clients for payment. Attend meetings, with
matter managers and our finance team; track specific billing arrangements;
prepare matter manager and client reports
- Develop strong working relationships with our key clients,
anticipate, mitigate and resolve potential client relationship issues or
concerns.
- Deal with enquiries from clients, colleagues and third
parties, understanding the context of the requests, managing expectations, and
provide effective transfer of information.
- Provide proactive support in terms of inbox/file management
and all diary commitments for the team.
- Arrange, manage and attend meetings throughout each month
actively taking and circulating notes and following up on actions.
- Develop strong working relationships with our key clients,
anticipate, mitigate and resolve potential client relationship issues or
concerns.
- Assist with the file opening/client due diligence process,
set up new matters, draft engagement letters.
- Document work involving a variety of amending, formatting as
well as creating PowerPoint slides and pitch documents and Excel spreadsheets,
agreements and structure charts, document comparisons, and understanding the
role of the Central Services team to seek their support when appropriate.
- Collate and process expenses including proactive management.
- Assist with any ad hoc IT queries, liaising with the IT team
to resolve these queries, and help with the integration of new colleagues.
- Actively participate in initiatives that are relevant to
your role; attend events as required.
- Work closely with the other PAs in the team, covering for
absences, as and when required.
- Provide training and support to junior colleagues to ensure
a high-quality service.
- Actively contribute and enhance the firm's culture and focus
on collaboration and sharing of knowledge.
- Comply with the firm's policies and complete all mandatory
training.
Additional responsibilities:
- Role model flexibility and openness to change, be decisive,
responsible and take ownership of tasks.
- Support the Senior PA Resource Co-Ordinator to improve team
efficiencies, communications, management of work-in-progress, roll-out of IT
applications, and the development and effectiveness of PA and administrative
working practices.
We are looking for
We are looking for a candidate who has significant previous
PA experience, who is able to use their own initiative, can demonstrate first
class organisational skills and be an integral team player.
You will also be able to demonstrate:
- Excellent organisational skills and the ability to
prioritise work.
- An enthusiastic and positive approach.
- The ability to work under pressure and to tight deadlines
with little supervision.
- Flexible and proactive approach.
- Excellent time and performance management.
- Initiative and problem solving capabilities.
- Exceptional attention to detail.
- Excellent written and verbal communication skills.
- Working with confidentiality, discretion and diplomacy.
- Being a team player who can build good relationships with
the PAs and lawyers.
- Excellent IT skills (Microsoft Office 365, MS Teams, Excel,
PPT, document management systems).
Salary and benefits
We offer competitive salaries and generous benefits. We value the health and wellbeing of our people and our wide range of initiatives and benefits support this.
Our recruitment process
Please note that although we include closing dates for our roles as a guide, we review and progress applications on a rolling basis. At Osborne Clarke we do not make any recruitment decisions using automated decision-making.
We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments to be made during the application stage, interview process, or when working with us, please let us know in confidence.