Legal Secretary / PA

Company: Shakespeare Martineau
Closing date: 27/08/2021
Term: Permanent
Working hours: Full-time
Team: Energy
Location: Birmingham
Let us introduce ourselves…

It is the people at Shakespeare Martineau that make us so special. By understanding what our people want, giving them the support they need, recognising everyone’s contribution and realising the unique power of teams; together we win.  As a firm we are focused on proactively building and developing diverse teams, bringing different backgrounds, personalities and perspectives together. We play to our strengths, pushing ourselves to be consistently better than yesterday and deliver amazing solutions for our clients. We empower our teams with a high degree of individual responsibility; we self-manage and encourage everyone to be responsible for their own learning, knowing it makes us even better at what we do!   

We believe in trusting our people to make the right decisions for themselves from how you dress, to how, when and where you work – we focus on outputs. 

Want to find more about our amazing benefits?

Our Team:

Our Energy team delivers innovative and optimal solutions for our clients, helping them to make the most of the opportunities that exist in this diverse and fast-paced industry.  The team acts for a wide range of clients including major utility companies in the water, gas and electricity sectors, as well as developers and funders of energy (including low carbon and renewable energy infrastructure projects such as wind, solar, battery and biomass, and electric vehicles). We advise clients on how changing energy regulation will impact their businesses and on the full range of commercial contracts which they enter into when operating in the energy sector.

The team also works with lawyers in Brussels to keep abreast of EU law and policy in the sector.

The role:

We are on the lookout for a dedicated and motivated individual to provide secretarial and PA support to Andrew Whitehead, our Senior Partner and is also the Head of our talented and ambitious Energy team.

You will also provide key support in helping our Energy team to deliver great service to all of our clients.

Your key duties will be:

PA duties for Senior Partner/Head of Energy

  • to provide comprehensive diary management, including organising and managing meetings with key internal stakeholders, such as the CEO and senior leadership
  • co-ordination of travel arrangements, appointments and events. Booking and confirmation of reservations and dealing with all related details
  • to provide administrative assistance with Members' Board matters
  • effective diary management, to include organising meetings with clients, internal lawyers and support teams
  • to take a proactive approach to organising attendance at industry events
  • responsible for organising regular team meetings and pro-actively managing any follow up actions
  • liaising with the Marketing team on videos and seminars as well as assisting with the creation of presentation slides
  • to assist with management of social media profiles

Secretarial duties specifically for the Energy team

  • to provide a proactive, quality support for ensuring the efficiency and productivity of the Energy team
  • effective diary management for the team including planning and organising meetings
  • accurate production of correspondence and documentation 
  • attending to clients in person, via video and on the phone taking messages and assisting where appropriate
  • use of a case management system to process and progress files
  • managing file opening, closure and archiving
  • producing bills and other financial administration
  • carry out research and projects as directed
  • assisting with miscellaneous projects
  • to assist in the planning, collation and circulation of documents
  • organising and maintaining departmental filing systems and document storage
  • photocopying, scanning, faxing, printing, filing and other general administrative tasks
  • monitoring post and/ or e-mails and dealing with as appropriate

Skills and experience you will have:

  • a minimum of 2 years' previous PA/secretarial experience gained working in a similar role
  • confidence with IT/finance systems to include Microsoft Word, Excel, PowerPoint and ideally Axxia
  • effective time management skills and the ability to meet deadlines

Key competencies you will need:

  • a high degree of proactivity, initiative and the ability to cope in a fast-paced environment
  • excellent organisational and prioritising skills
  • to be able to produce a high standard of work, often to tight deadlines, whilst maintaining accuracy and good attention to detail
  • to be able to demonstrate professionalism, flexibility, and self confidence

Agile Working:

We embrace agile working and offer a blended approach to where and how we work.

We appreciate that people have different needs and preferences and we’re keen to be flexible, after all, we value what you do, not where you do it.

We have hubs in Birmingham, Leicester, London, Milton Keynes, Nottingham, Solihull, Stratford-upon-Avon and Sheffield. This role will a blend of working from home and any of our West Midlands office hubs.

Additional information

Please be aware, for some vacancies, where we receive high numbers of applications we may need to bring the close date forward.

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted. Details of the checks can be found here.

Equal opportunities

Shakespeare Martineau is a committed equal opportunities employer. We seek to attract, develop and retain talented people from a diverse range of backgrounds and cultures. We value and respect individuality and encourage a culture within our business where people can be themselves and be valued for their strengths and experiences. Everyone who either applies to or works for the firm is treated equally, regardless of their gender, age, ethnic origin, nationality, marital status, sexual orientation or religious beliefs.