Legal PA

I am working with a US law firm whom are based at Liverpool Street and they are looking for an experienced Legal Secretary to work within their restructuring team.  This role involves working for a partner and associates and it is very busy admin role.  The roles heavy diary management and travel arrangements together with all admin duties associated with the position.  The hours are 9.30am-5.30pm and the role is office based during probation. The Role The key responsibilities of this role are set out below and there may be others which are not listed. Flexibility is essential as there will be occasions when extended hours are required (overtime is payable) Secretarial support, including: Extensive and pro-active diary management across time zones, meeting scheduling and understand stakeholder preferences and rectifying clashes. Understanding the priorities for the day/week and helping to manage the time to the best effect Organise internal and external meetings including all ancillary arrangements (e.g., book meeting rooms and refreshments, prepare agendas, technical support and proactively prepare any necessary document packs Build strong relationships with client EAs and other key stakeholders to understand how to work quickly and efficiently across the business Develop and maintain a comprehensive knowledge of the Head of the Practice group’s work and team priorities Document management, document comparison, document formatting and applying house styles, fixing corrupt documents, incorporating amendments and general correspondence Arrange travel and itineraries, to include keeping travel information updated (e.g Visas and passports) and to maintain and keep up to date knowledge of Firm travel policies and procedures and proactively checking country specific safety advice Create and maintain rolling ‘to-do’ lists and proactively prompt and drive forward as necessary Use initiative to manage email accounts and to develop and maintain systems to promote efficiency Arranging restaurant bookings and maintaining a list. Understanding and making best use of the Head of Practice’s time when arranging client breakfasts, lunches, dinners in the West End and City. Business Development Events and regularly keeping and maintaining all client information updated in Interaction Weekly input of time management for legal staff Personal ad-hoc work Administrative support, including: Managing compliance processes Assisting with billing Expenses and invoice processing Copying, archiving, e-filing and filing Assisting team secretaries with work as and when required Undertake additional project co-ordination and ad-hoc work, as required Experience Minimum of 5 GCSEs, including Maths and English at Grade C and CILEX Level 3 Minimum of 8 years' relevant previous experience, gained within an international law firm, working across multiple time zones Confidentiality and the ability to work using own initiative with minimal supervision are essential and to remain calm under pressure and proactive Strong organisational skills, with the ability to manage competing priorities and to be flexible in order to meet deadlines Experience of a partnership environment. To be adaptable and open to change and a willingness and confidence to make suggestions where appropriate Excellent attention to detail and administrative skills to include knowledge of advanced Outlook, Word, Excel and PowerPoint Knowledge of Intapp Time and Intapp Business Acceptance, Emburse (Chrome River) and Interaction are helpful Excellent communication skills, both written and verbally Ability to work well within a team and to be a strong team player Collaborative and supportive of the business and its initiatives