General administrative support to partners/counsel

·        Proactive daily management of diary and organisation of the day-to-day schedule of partners/counsel, to include the identification and resolution of potential issues

·        Manage partners/counsel in-box, prioritising and highlighting key communications and responding as appropriate / agreed

·        Proactive set up and management of meetings and all logistics ensuring partner / counsel are prepared in advance of meeting with all necessary documentation and details

·        Co-ordinate travel and prepare itineraries, plan for contingencies and anticipate additional requirements (liaises with TA for matter related travel as necessary)

·        Manage partners’ / counsels’ expenses

·        Respond to telephone calls, acting as a filter to manage and control calls

·        Limited and appropriate printing support (if self service is not an option)

·        Assist with any projects the partners are leading / working on

·        Attend relevant team or project meetings to coordinate and capture action points

·        Assist with setting up Compass meetings for associates and mid / end of seat reviews for trainees

Document support

·        Produce letters, correspondence, reports and legal documentation

·        Complete urgent document edits for matters where these are not being done by the TAs working with the matter team

·        Assist with minor amendments made by a partner/counsel to knowledge materials

Client support

·        Support partners/counsel in their management of their client relationships, including building relationships with and help with on-boarding new clients

·        Instigate and manage matter inception, including engagement and client care letters. Facilitate and encourage comprehensive completion of the matter inception system data requirements

·        Build relationships with clients to support excellent client service and be a direct point of contact for the client to facilitate tasks including the setting up of meetings (including virtual where appropriate) and schedule calls

Business development

·        Co-ordinate / organise client meetings, partner sponsored client events, and client roadshows, including schedule management, venue and food & beverage bookings, and dispatch, creation of EPiC mailing lists, production of name tags

·        Collate and print packs of information for client meetings

·        Make amendments and formatting changes to pitch documents

·        Maintain / update EPiC/Outlook marketing activity records relating to partners/counsel

·        Ensure EPiC client lists, contact records and relevant partner/counsel CVs are kept up to date and in proper form

Financial

·        Back up point of contact for client on billing issues

·        Awareness of overall WIP and outstanding debts

·        Arrange and attend monthly working capital call to discuss write offs, billing amounts, deferred WIP, aged debt and matters to close. Ensure matter manager(s) are also invited where applicable

o   Follow up actions from monthly working capital call:

o   Agree format and produce matter fee update / proforma / billing guide

o    Note down agreed actions from the WCC meeting and follow up/prompt partners and matter managers with their assigned actions where applicable.

·        In between monthly working capital calls, where applicable:

o   Send all requests on a matter to be billed to WCC

o   Assign proforma to WCC with instructions and highlighting if priority

·        Invoicing

o   Basic checks on invoices from WCC — amount, client details, PO number, payable by, narrative and write offs, outside counsel guidelines (OCG) and e-billing compliance (need for any narrative changes back to relevant TA)

o   Coordination of any additional supporting documentation required (regulatory or client driven)

o   Facilitate the matter manager in their responsibility to fully review invoices commercially and substantively and get approval from matter manager that draft can be finalised and request final invoice

o   Send to partner for approval

o   Apply signatures to final invoice, save to matter file and email to client

Key requirements

·        Able to work independently and with minimal supervision

·        Demonstrate a good understanding of the business (the area in which they work), its clients and its work

·        Well organised and readily able to prioritise and manage own time and workload

·        Adaptable and flexible to

o   meet the requirements of individual partners/counsel

o   evolve aspects of the role

o   be part of a wider team and take on additional share of workload (as needed)

·        Is proactive in managing tasks and situations

·        Able to problem solve and demonstrate good judgement, willing and confident to challenge when appropriate

·        Demonstrate strong attention to detail and produce high quality / accurate work

·        Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership

·        Maintain tact and diplomacy, trust and confidentiality

·        Demonstrate outstanding communication skills, positioning tone and structure of communications effectively

·        Build successful relationships with

o   Partners/counsel to understand individual requirements

o   client contacts to support the partner, their business development and deals

o   others in the department/group to work effectively together as a team

o   a wider network to access wider resources to get things done

·        Display commerciality including an understanding of the billing process

·        Have an positive approach to change and adapt to changing requirements, proactively seeks ways to improve processes and efficiencies and works with others to implement improvements

·        Take responsibility for own development to improve performance

·        Maintain a professional attitude remaining calm under pressure

Location: Raffles Place

Hours: 9-6 (Monday to Friday)

Duration: 6 months