Legal PA (Maternity Cover)

Experience level: Advanced
Term: Temporary
Duration: 1 year
Department: IP & Trademark Protection & Enforcement, IP Protection
Location: London
The Firm

Fieldfisher is a European law firm with market leading practices in many of the world's most dynamic sectors. We are an exciting, forward-thinking organisation with a particular focus on technology, finance & financial services and energy & natural resources.

Our growing European network of offices supports an international client base alongside our Silicon Valley, Beijing and Shanghai teams. Among our clients, we count social media sites and high street coffee chains through to pharmaceutical, life sciences and medical devices companies, energy suppliers, banks and FTSE 100 companies.

Clients choose to work with us because we deliver commercial, pragmatic and innovative solutions through our exceptional legal expertise and experience, on time and on budget.

We have more than 600 lawyers spread over nine locations, all providing highly commercial advice based on an in-depth understanding of our clients' needs. We operate across our offices in Amsterdam, Brussels, China, Paris, Germany, Italy, UK, and the US - Silicon Valley. In the UK, we have approximately 700 people working in the London, Manchester and Birmingham.

The firm is growing rapidly and its revenue for 2016/17 was £165 million. The UK accounts for approximately 70% of the headcount.

The Team

IP & Trademark Protection & Enforcement, IP Protection. The IP&TPE Department has one of the strongest IP practices among law firms in Europe.  Each of our lawyers is an expert in his or her area of IP law, advising companies on strategic and business-critical IP matters being one of our key strengths.  Our team regularly works with our clients to develop, protect, enforce and effectively exploit their intellectual property rights and to optimise the IP value in the business whereby our core services include litigating and ADR of all forms of IP rights including patents, copyright, design rights, confidential information database rights and trademarks.

Responsibilities
  • Audio and copy typing of legal documentation and correspondence to a high standard.
  • Ability to meet tight deadlines.

  • Diary management responsibilities including making appointments, organising meetings, arranging video conference, and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate.
  • File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date.
  • Proactive client liaison including taking messages, passing on information and dealing with queries.
  • Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients.
  • Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly.

  • Monitoring and being the gatekeeper to fee-earners' mailbox in their absence.

  • Management and co-ordination of the Partners’ billing and financial requirements including the preparation of monthly financial reports.
  • Work collaboratively with the Accounts department with the generation of monthly bills.

  • Processing expenses, invoices and payments received, ensuring that the correct charge codes are used and follow up action taken where appropriate
  • Manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required and taking ownership
  • Organising conference calls on behalf of the fee earners in a timely fashion.
  • Organising transport, accommodation and related documentation for UK and international travel as required.
  • Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit letters, with direction from partner/fee earner.
  • Maintain CRM by updating InterAction and maintaining fee earner contact list.
  • Support Marketing and Business Development administration e.g. prepare alerts, presentations, contact sheets and limited internet research etc.
  • Any additional ad hoc tasks as required.
Key Skills & Experience
  • Must be a competent, fast and accurate typist.
  • Must have previous trade mark experience.

  • Must possess excellent diary management, organisation and prioritisation skills.
  • Must be able to communicate effectively and build good relationships with clients and staff within the firm.
  • Must have excellent attention to detail and proof reading skills.

  • Professional telephone manner and the ability to accurately record and pass on messages.
  • Must work well as part of a team but also have the ability to work on own initiative.
  • Sound technical skills in the following areas: Microsoft Office IT skills - Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010).
  • Proven document or case management skills (Fieldfisher use Worksite).
  • Proven experience of using a legal computerised finance system (Fieldfisher use Elite).
  • Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction).
  • Minimum typing speed of 65 wpm with a good level of accuracy.

Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff.  All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.