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 lawyers specialise in complex employment and partnership matters with high stakes. We explain the legal implications of employment and partnership issues clearly and concisely. Drawing on many years of experience, and our commercial and strategic expertise, we help our clients to resolve sensitive disputes creatively, and deliver results in line with their commercial or personal objectives.

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.

Personal Assistant day to day duties:

• Coordination of tasks, delegating to DPs and AA teams ensuring the completed task is checked
• 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 
• Arranging internal and external meetings and conference calls 
• Attending meetings to take minutes as required
• Booking training and courses
• Organising and arranging travel bookings in conjunction with the Marketing team
• Providing pro-active client liaison including taking messages, passing on the information and dealing with queries as appropriate 
• Dealing with new client enquiries made by phone and email 
• 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 
• Escalating any issues or concerns to Team Leader or the SSM 

Personal Assistant File/Matter duties:

• Assisting with file opening by carrying out conflict checks 
• Producing draft engagement letters, terms of business, funding agreements, cancellation notices as required for fee earners 
• Monitoring new matters to ensure all of the necessary information and documents have been  received
• Managing matters in MatterSphere, including naming, saving and filing documents and correspondence
• Obtaining up-to-date counsel/expert/other third party fee note(s)
• Obtaining transcripts and documents from the Court
• Undertaking file closure

Finance and Billing duties:

• Assisting fee earners with billing procedures
• Assisting fee earners to manage client accounts as directed by the fee earner
• Completing of disbursement forms 
• Supporting fee earners in the chasing of debts as requested
• Time recording for fee earners when on leave

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)

Document Production Specialist duties:

• Producing and amending all documents from a variety of sources in accordance with house style
• Quality checking, formatting and proof-reading documents
• Working collaboratively with others in the DPS team 
• Working collaboratively with PAs and Administrative Assistants
• Sharing knowledge and expertise within the DPS team and PAs

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.

Kingsley Napley are committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment regardless of race, age, disability, gender identity, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy and maternity and religion.