Legal PA - Litigation

Link Personnel is recruiting on behalf of a leading international law firm for an experienced Legal PA to provide high-quality, proactive and efficient secretarial and administrative support to fee earners. The successful candidate will play a key role in ensuring the smooth and effective delivery of client services, providing timely support across a range of administrative, organisational and fee-earning activities.

Salary: to €55k

Benefits: Pension, Healthcare, Hybrid Working (2 days WFH), Annual Reviews, 25 Days AL, Travel Saver Scheme, Bike to Work Scheme

Overall Package: to €65k

Duties

Document & Correspondence Management

• Producing, formatting and proofreading correspondence, legal documents and other materials, ensuring accuracy and attention to detail.
• Checking that documents are complete and that any required enclosures or attachments are included before submission to fee earners for review and signature.
• Monitoring and managing emails on behalf of fee earners during periods of absence, ensuring correspondence is appropriately filed and actioned.

File Management

• Managing the opening and closing of client and matter files, ensuring electronic filing systems are accurate, organised and maintained in accordance with firm procedures.
• Ensuring drafts of pleadings and other legal documents are correctly filed on both electronic and paper files where required.
• Maintaining well-organised matter files, including the creation and management of dedicated pleadings and other specialist files.
• Supporting Partners with WIP meetings and billing processes, including raising bills and ensuring issued bills are distributed within required timescales.

Archiving & Matter Closure

• Supporting the closure of matters and preparing files for off-site archiving.
• Checking account balances and identifying any outstanding time or disbursements, liaising with Accounts regarding write-offs or preparation of final bills.
• Ensuring original client documents are returned appropriately and hardcopy documentation is prepared for archiving.
• Ensuring electronic files are accurately archived in accordance with firm procedures.

Diary Management

• Proactively managing electronic diaries for fee earners, including scheduling and coordinating appointments.
• Identifying potential diary conflicts and resolving issues appropriately.
• Ensuring fee earners are fully briefed on their daily commitments and upcoming appointments.

Travel & Meeting Coordination

• Coordinating domestic and international travel arrangements with fee earners.
• Liaising with relevant internal teams to arrange flights, trains, accommodation and other travel requirements.
• Preparing clear and comprehensive travel itineraries.
• Organising internal and external meetings, including coordinating attendees and confirming arrangements where appropriate.
• Booking meeting rooms and boardrooms, arranging refreshments and catering as required.
• Ensuring all meetings are accurately recorded in the fee earner’s diary.

General Responsibilities

• Maintaining the highest levels of confidentiality when dealing with sensitive client, professional and personal information.
• Providing additional support to members of the PA team within the practice group and across the wider firm as required.
• Working collaboratively with colleagues to ensure the smooth and efficient running of the team.
• Undertaking additional ad hoc administrative duties and projects as required.

The successful candidate will ideally have:

• Previous experience working as a Legal PA, Legal Secretary or Executive Assistant within a law firm or other professional services environment.
• Experience supporting Partners or senior fee earners within a busy legal environment.
• Previous experience of legal billing and WIP processes would be highly advantageous.
• Excellent IT skills, including fast and accurate typing and audio-typing.
• Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Experience using a Client Relationship Management (CRM) system.
• A professional and confident telephone manner, with the ability to take accurate messages and communicate information effectively.
• Excellent diary management and organisational skills.
• Outstanding attention to detail and a high level of accuracy.
• Excellent written and verbal communication skills.
• The ability to prioritise effectively and manage multiple deadlines in a fast-paced environment.
• A flexible and adaptable approach, with the ability to respond positively to changing priorities.
• The confidence to work independently while also contributing effectively as part of a wider PA and support team.
• A strong sense of professionalism, discretion and confidentiality.

If this Legal Secretary – Litigation sounds like you call Orla on 01 8456312 for details

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www.linkpersonnel.ie