Job description

Requirements

  • Entry level
  • No Education
  • Salary to negotiate
  • London

Description

The role


This role primarily involves supporting a couple of the group’s partners and their teams with their administrative and secretarial needs, working alongside existing PWEG secretaries/PAs. The jobholder will be responsible for providing a complete and efficient service to the partners and team members and will therefore need excellent organisational, secretarial and interpersonal skills, in order to perform at the required level. There will be frequent client contact, as well as contact with other partners and staff within the firm, and the jobholder will therefore need to be confident in dealing with people at all levels.

The jobholder will need to hit the ground running, manage workloads, prioritise and take the initiative.

Overall objectives


- Provide efficient organisational, administrative and secretarial support to the partners and members of the team for whom they are responsible.
- Proactively complete work to meet team/client deadlines in a professional and timely manner.
- Undertake appropriate liaison with other secretaries, business service teams and fee earners to support the smooth running of the department. Responsibilities

The duties and responsibilities listed below are not intended to be exhaustive and may be extended. The individual may also be required to undertake other duties and responsibilities that may assist with the smooth running of the firm or the Private Wealth and Estates Group or with the efficiency or commitments of fee-earners:


- co-ordinate diary appointments with partners, staff and clients; schedule arrangements
- co-ordinate internal and external meetings, prepare documentation for meetings
- arrange and keep track of various monthly internal meetings
- arrange conference calls
- assist partners with the due diligence processes that are required including drafting letters of engagement, filling out Anti-Money Laundering forms, following up historic AML and liaising with the AML team
- assist with the administration of money held on client account; preparation/submission of payment instructions
- assist with the billing process, raising fees, running reports, etc
- respond on the partner’s behalf to straightforward correspondence,
- answer, and where appropriate, screen incoming phone calls, transfer callers or deal with queries and enquiries as appropriate
- proof-read documents, check for punctuation and spelling errors, format and amend where necessary
- ensure all documentation complies with the firm’s Corporate Image policy, correcting where necessary
- prepare necessary documentation including PowerPoint presentations
- prepare templates for proposal documents and process changes including formatting on the tender software
- scan and maintain appropriate record and filing systems
- maintain the client and associate database
- complete expenses for partners
- transcribe from digital dictation and hand-written drafts
- produce internal reports
- co-ordinate travel and accommodation arrangements
- assist other secretaries within the department as and when required
- provide secretarial cover in line with the departmental secretarial cover list
- post distribution/re-direction
- minute taking for internal and external meetings Skills

The individual should:


- be highly organised
- pay close attention to detail
- have the ability to use initiative and work proactively and independently
- be able to provide support to multiple partners/fee earners
- demonstrate the ability to work with individuals at all levels with tact, discretion and diplomacy
- demonstrate a flexible attitude to work
- have the ability to prioritise work
- have excellent communication skills and telephone manner, and be happy to speak to and greet clients
- work co-operatively with others, providing wider secretarial cover when required
- be confident and assertive, with a friendly and professional style
- have the ability to work under pressure and be of a resilient nature
- have good typing and computer Microsoft skills. Experience

The following experience is required:


- accountancy, legal or professional service experience
- experience of dealing with highly sensitive and confidential material
- knowledge of typical practice management and document management systems
- excellent proof reading and typing skills
- proficient use in all Microsoft packages, knowledge of using financial systems and digital dictation, and
- experience of invoicing systems would be highly beneficial.

  • billing
  • due
  • secretary
  • software
  • typing