Personal Assistant

Kingsley Napley is an internationally recognised law firm based in Central London. We support individuals and businesses in resolving conflict, safeguarding their futures and maximising opportunities. Our wide range of expertise means that we can provide support for our clients in all areas of their business and private life. Many of our lawyers are leaders in their field and our practice areas are highly ranked by the legal directories.

Our regulatory team is consistently and independently recognised by Chambers UK and Legal 500 as a leader in the market. Our team of specialist and highly experienced lawyers act for individuals, organisations, corporates and regulators, providing advice on regulatory compliance, investigations, adjudication, enforcement and prosecutions. We help clients respond to regulatory investigations and interventions when the continued operation or reputation of the individual or the business is at stake.

To provide the first and main point of contact for fee earners to help them do their work efficiently and well.  PAs will use their experience, interpersonal skills and judgement to ensure the successful completion of work, including organising and co-ordinating the relevant tasks between the Document Production Specialist (DPS) and Admin Assistant (AA) teams and working closely with the Office Services and Front of House teams as required. You will work closely with the DPS and AA teams for the completion of tasks.

Day to day duties:

• Co-ordination of all tasks, delegating to the DPS and AA teams as required, ensuring the completed task is checked (as far as reasonably practicable) and to return to the fee earner

• Typing short or urgent correspondence as and when required

• Producing documents which are too confidential and sensitive to be produced by DPS team

• Proactive diary management looking ahead at fee earner diaries to remind them of diary commitments and taking responsibility for ensuring that they have all supporting paperwork and information for each meeting or appointment

• Arranging internal and external meetings and conference calls ensuring the smooth running of such meetings making the appropriate arrangements for any internal meetings (e.g. room set up, ordering refreshments), liaising with other departments as required

• Attending meetings to take minutes as required

• Booking training and courses

• Organising and arranging travel bookings in conjunction with the Marketing team, including hotels/taxis/flights/insurances/IT equipment and producing/amending itineraries for all external appointments or trips

• Providing pro-active client liaison including taking messages, passing on the information and dealing with queries as appropriate in a professional and timely manner

File/Matter Management duties:

• Dealing with new client enquiries made by phone or email and passing on the information obtained for consideration by relevant fee earner

• Checking voicemails and emails when fee earners are away from the office, ensuring urgent messages are redirected as appropriate

• Helping fee earners to manage their email inbox by responding to clients to acknowledge receipt of emails (as requested) and filing emails (as directed)

• Escalating any issues or concerns to Team Leader or the SSM so that a resolution can be found in a timely manner

• Assisting fee earners with billing procedures including: a review of pre-bills and making amendments as required; preparing final bills and covering letters; processing write-offs and reversals/credit notes as instructed by fee earners

• Assisting fee earners to manage client accounts as directed by the fee earner (including organising and returning client monies and ensuring zero balances at matter closing)

• Completing of disbursement forms and confirming that they are on the system

• Supporting fee earners in the chasing of debts as requested

• Chasing fee earners for unposted time

• Time recording for fee earners when on leave (if previously directed by the fee earner to do so)

Finance and Billing duties:

• Organising, supporting and preparing for all marketing activities, such as events, seminars and Chambers submissions

• Updating the CRM database

• Working with fee earners to prepare tender documents (whilst delegating the majority of document production to the DPS team)

Marketing/BD duties:

• Organising, supporting and preparing for all marketing activities, such as events, seminars and Chambers submissions

• Updating the CRM database

• Working with fee earners to prepare tender documents (whilst delegating the majority of document production to the DPS team)

Every effort has been made to ensure that this is a full description of the tasks and responsibilities of this role. However, it is not an exhaustive list. The job description may be changed or developed at any time to reflect changes as required.  However, changes will not be made without full consultation with the postholder.