TSC Cornwall
Role Summary
A full-time PA is required to provide an efficient, client-focused and professional administrative support to a number of fee earners including partners.This role is most suited to a proactive and highly skilled PA with proven organisational ability and excellent people skills.
Key Responsibilities
Client Engagement
- Develops and maintains an extensive knowledge of the fee earners’ clients and mandates/projects.
- Is aware of priorities, potential issues, sensitivities and ability to suggest and arrange client visits/other meetings. Liaises with clients and counterparts (i.e. PA/Assistant). Key liaison point for clients.
- Takes responsibility for queries/issues.
- Is able to assess and prioritise requests, whilst managing clients. Acts as a first point of contact and gatekeeper for fee earners: fielding and screening communications to maximise efficiency whilst providing exceptional client service.
- Demonstrating initiative to extract key information in order to action accordingly. Carries out internet and desk based research.
General Administrative Support
- Detailed and proactive mailbox management, bringing urgent messages to the attention of fee earners.
- Drafts and transcribes replies where necessary, ensures all requests are processed in an accurate and timely manner and escalates when necessary. Extensive diary management using own initiative to make reasoned decisions including proactively coordinating and arranging meetings ensuring fee earners have all the necessary documentation and details required ahead of meetings. Operates an effective aide memoire system to ensure self and fee earners meet all deadlines. Arranges travel effectively and efficiently.
- Plans for all contingencies and anticipates additional requirements. Document production: including preparing correspondence and amending documents including presentations.
- Is able to draft letters/documents on behalf of the fee earners when required.
- Proof reads work to ensure an accurate and high standard is maintained, demonstrating strong technical skills at all times and a good eye for presentation. Establishes and maintains an efficient, effective and up to date manual and electronic filing system and other administration systems.
Communication
- Communicates on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required.
- Communicates and shares knowledge with team.
Team Support
- Provides excellent support when covering for colleagues and willingly offers assistance, prioritising tasks appropriately in order to assist colleagues for the benefit of the team.
- Ensures telephones are covered at all times.
- Acts as a mentor/buddy to new team members.
- Works flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks.
- Proactively communicates with Team Supervisor on issues of workload and any other difficulties.
Billing Administration
- Manages the billing process end-to-end, presenting fee earners with a full set of documentation to enable swift sign-off.
- Uploads engagement letters/emails and has a good understanding of the OFR process/risk and compliance.
- Handles expenses and submits on a weekly basis.
Knowledge and Business Development
- Ensures own knowledge of K/BD resources and best practices is up‑to‑date.
- Manages contacts in Outlook and Connect for fee earners.
- Manages the production of marketing material through liaison with fee earners and the MBD department, including production of pitches, client presentations and maintaining up-to-date CVs.
Requirements
- Good academic background, preferably to A-level standard or graduate level or equivalent.Must have at least 5 GCSEs (A-C) or equivalent, to include Maths and English.
- Formal secretarial qualification and/or proven track record working as a PA, preferably in a blue chip environment.
- Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.
The Individual
- Excellent communication skills, both written and oral with an ability to interact at all levels. Excellent organisational skills and attention to detail.
- Excellent client service with the ability to build strong relationships with key stakeholders and clients.
- A confident, enthusiastic and committed approach, whilst remaining flexible and proactive at all times.
- A patient and calm demeanour with an ability to work well in pressured situations, always maintaining a professional attitude.
- Ability to anticipate and identify potential problems making appropriate suggestions for solutions. Able to work fast and to tight deadlines.
- Ability to prioritise tasks, conflicting demands and deadlines and act on own initiative.
- A strong team player with an ability to form constructive and supportive relationships throughout the firm.
- Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate.
- Willingness to broaden experience and develop skills further.
Other
Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing. Please note that, in line with the requirements of the UK Border Agency, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EEA candidate can fill the position.
