Personal Assistant

Pertemps Cardiff
Cardiff (Caerdydd)
£22000 - £26000 per annum
16 Jun 2017
25 Jun 2017
We are currently assisting an intellectual property attorney with their requirement for a PA. You will provide professional PA services to the Physics team. This role is based in Cardiff with some travel to Cheltenham and London. You will provide support to a senior attorney and two trainees. The duties for this role will include: Use of legal expertise - Proactively produce standard and complex letters and emails - Proactively help to complete legal documents and produce formal documents in the appropriate format Client relations - Respond to enquiries from potential clients courteously and professionally and deal with them appropriately - Liaise with clients, external associates and professional organisations and inform clients of progress as required - Respond to clients feedback as required - Assist the Accounts Department with the Money Laundering process Communication - Proactively deal with enquiries, requests and instructions effectively - Record accurately telephone conversations as required - Proactively obtain the relevant information to deal with enquiries, requests, instructions etc. - Identify, give and receive appropriate information during telephone conversations and make a file note if appropriate - Proactively prepare engagement letters and short reports and memoranda in `house style` and using precedents as appropriate - Take minutes of Partner/attorney/client discussion/meetings if requested Managing information - Proactively manage and organise bookings; for example hotels, travel, networking events & seminars and produce travel itineraries - Management of the lead attorney`s inbox, diary and team correspondence - Proactively manage and oversee cases and terms for the team and self; including external and internal deadlines and workflows - Proactively manage CPD (meeting IPREG guidelines) and making sure Attorney`s are meeting their annual CPD requirement - Proactively preparing and organizing monthly reports and liaising with other PAs and Teams as necessary - Proactively prepare and liaise with your Team and others where necessary to create meeting agendas - Proactively coordinating the monthly expense claims - Deal with all incoming charge notes appropriately and efficiently Business Development & Marketing - To proactively assist the firm and your team with strategic project co-ordination and administration - To be a Key Accounts Administrator and proactively assist the Business Development Director and your Team. This will include non-technical administration, setting up and running client service review, managing the touch points in the client contact diary and watching the client`s activity via Google Alerts, LinkedIn, Twitter and the internet Secretarial - Respond promptly to telephone calls - Taking minutes for your Team Meeting and compiling report - CPD discussion/debate note taking - Quality control & management of draft work produced by the Administrative Team - Take responsibility for ensuring work is of a high standard and completed within agreed timescales, this includes proof reading and checking enclosures - Proactively manage diary and appointments in unexpected absence of attorney - Proactively sort incoming post and identify/undertake initial actions to assist attorney including drafting initial correspondence/responses where appropriate - Proactively compile complex document bundles - Ensure documents and bundles are professionally presented and fit for purpose - Proactively mange and deal with the organisation of client meetings & lunches; internal and external - Meet and host internal meetings as necessary and minute taking where appropriate - Compile lead attorney`s expenses on a monthly basis and complete firm`s process - Manage and liaise with lead attorney and keep a record of credit card expenses and receipts for month end compilation for Accounts Department If you are interested in this opportunity then please send your CV to [Email address removed] We will endeavour to be in touch as soon as possible. If you are not successful on this occasion we will keep your CV on file and be in touch when other suitable positions become available.

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