Float Personal Assistant

Owen Reed; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

Owen Reed is recruiting a Float Personal Assistant to support a leading law firm's teams in London. The role involves managing diaries, emails, and travel arrangements while maintaining excellent organizational skills. Ideal candidates will have significant PA experience in a professional environment and be adept at handling challenges with strong communication and detail-oriented approaches.

Benefits

Ongoing training and development

Qualifications

• Strong PA experience, preferably in a law firm.
• 70 wpm typing skills.
• Excellent written and verbal communication skills.

Responsibilities

• Manage diaries, emails, and time management for fee earners.
• Draft and manage correspondence and documents.
• Establish and maintain effective administrative systems.

Skills

Organisational skills

Communication skills

Attention to detail

Time management

Tools

Microsoft Office

Document management system

Job description

Owen Reed is looking to recruit a Float Personal Assistant to support a team for a top law firm in London on a 12 months Fixed term contract basis.

The Float Personal Assistant will be working as part of the float team who support 5 practice groups across the London office providing you with a broad base of responsibilities. You will have proven strong PA experience, preferably working within a Law firm providing support at Partner level and have strong organisational skills. You will be confident in meeting the frequent changes and challenges that are consistent within a float role with the understanding that strong communication with those you will be supporting is fundamental.

Key Responsibilities of Float Personal Assistant:

• Diary management - anticipating and managing all areas of diaries

• E-mail management, checking prioritising and summarising e-mails on a daily basis and reporting on and creating action points

• Time management – ensuring fee earners time and narratives are inputted daily

• Drafting correspondence as required

• Comprehensive travel arrangements including sourcing and booking hotels and transport on our online booking tool

• Establishing own administrative systems

• Efficiently managing own workload and being proactive with the ability to work on own initiative

• Becoming adept at proof reading and quality checks on all work produced

• Building good working relationships with colleagues

• Establishing rapport with clients

• Becoming adept at using CMS CMNO systems and office equipment

• Becoming familiar with legal terminology of practice area

• Establishing relationships with clients and anticipating their needs

• Understanding firm’s culture and goals

• Organises document management, including opening files, archiving and ensures that all relevant documents are filed electronically and paper-based, as required

• Demonstrates an understanding of the end-to-end billing process and Elite (Financial System) and liaising with billing team, producing the relevant documentation

• Assisting across practice groups/teams whenever he/she has spare capacity/as required

• Undertaking typing as required either via dictation or by marked up handwritten changes

• Delegating where necessary administrative tasks to administrative members of the team

About Float Personal Assistant

We will invest in your ongoing training and development to support your professional goals and help you to thrive in your role from day one. Our opportunities are open to all suitably qualified applicants, so to be considered for this role, you must meet the following skills and experience:
•Strong PA/secretarial background at partner level
• Advanced level written and verbal skills

• 70 wpm typing skills • Good understanding of Microsoft Office

• Skills & Knowledge

• Outlook, Word, PowerPoint, Excel, Document management system

• Positive attitude with a practical, common sense approach; resilient

• Audio and copy typing

• Excellent organisational and administrative skills

• Drafting documents autonomously

• Fee/Billing Management

• Confident with excellent communication skills, ability to relate to people at all levels

• Ability to prioritise tasks and remain calm when working under pressure

• Excellent attention to detail