Practice team assistant 12 month ftc

LONDON - EXCHANGE HOUSE/SQUARE, PRIMROSE STREET, EC2A 2EG THE OPPORTUNITY The opportunity: Primary Responsibilities: To provide support to the relevant PA team and fee earning colleagues by assisting them in the following areas: Deliver high quality, accurate work whilst managing and responding to changing and competing priorities Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate (e.g. Reprographics, Document Production and General Office) Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high quality service and their expectations are managed Print, photocopy and scan relevant documents as and when required. This includes assisting with the preparation of Court/Counsel bundles, Deeds and fee earner working papers File relevant documents in electronic or hard copy files as and when required Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner Manage own email including timely response, filing of emails (including hard copy filing where necessary) Manage the entry of timesheets for partners (where relevant) promptly with accurate use of phase and task codes (if required) Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process Assist with making client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage Support the team with meeting the required WIP, billing and debtor s day s targets by generating client matter reports and rectifying errors and omissions when required Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers Assist with quick turnaround document work that cannot be sent to DP Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners. Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings Assist with updating client information and relevant databases, following PA or lawyer instructions (eg, InterAction) Prepare files for archiving and manage return/retrieval of files following firm guidelines Provide ad hoc support to the group or division such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working SKILLS, EXPERIENCE AND QUALIFICATIONS Skills, experience and qualifications: External candidates to have at least 18 months experience in an administrative role Typing speed minimum of 45 wpm with 98% accuracy Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint) Good written and verbal communication skills A demonstrated ability to build effective and trusting relationships with people internally and external to the firm Good organisational and time management skills with the ability to think ahead Ability to multi-task and prioritise competing demands from multiple stakeholders Ability to respond to changing circumstances and work to meet deadlines Good attention to detail Good proof-reading skills Good problem-solving ability Strong teamwork skills Demonstrates proactivity and ability to act on own initiative GROUP / TEAM Real Estate GROUP / TEAM DESCRIPTION Group /Team description: Main areas covered | investment | development | disposals | mergers and acquisitions | leasing | joint ventures | large-scale regeneration | infrastructure and energy development projects | real estate financings and restructurings | pre-letting Key clients includes | Aberdeen Standard Investments | Almacantar | Ballymore | Blackstone | British Land | Brookfield | Canary Wharf Group | CPPIB | Goldman Sachs | GPL | Hammerson | TFL Directory rankings include | Top band for Chambers 2021 (Real Estate: Big-Ticket) | Legal 500 Real Estate Tier 1 for Investment, Development and Corporate Occupiers Our core real estate practice in London comprises 11 Partners, 5 Of Counsel and 42 Associates, and is led by Jeremy Walden. Our award winning international real estate practice has a reputation for executing the largest and most complex real estate deals with accuracy and at speed. We provide advice on all aspects of general commercial property including investment, restructuring, development, acquisitions, disposals, corporate occupiers, PPP, corporate support work and real estate finance. The group also has first-class standalone planning, dispute resolution and construction practices. Dedicated real estate group widely recognised as a market leader. Experienced in all aspects of property work for a diverse range of clients, including institutional investors, leading developers and public sector bodies. Instructed on many high-value and high-profile deals in the market, as well as handling major urban regeneration work. Widely respected for its ability to complete structured transactions that feature a blend of corporate, finance and land issues. Rolls-Royce service, adding: We know we re going to get well looked after there. Chambers UK 2021 The strength, reputation and diversity of our practice is demonstrated by the following current and recent highlights, advising: Aberdeen Standard Investments on numerous sales, acquisitions and financings in the UK. Allianz Real Estate on the creation of a student accommodation real estate joint venture with Greystar Real Estate Partners. Chapter Student Housing business comprises nine investment and development properties in key Central London locations. Argent Related on its major regeneration scheme for Tottenham Hale in London. British Land on their Canada Water development, on the management of Broadgate Estate and together with their joint venture partner on the sale of 5 Broadgate to CK Asset Holdings for £1billion. Brookfield on numerous UK investments and financing transactions including on the acquisition of CityPoint Tower, London and the pre-letting of 100 Bishopsgate, London. Canada Pension Plan Investment Board (CPPIB) on their investment into three UK development projects at Paradise Circus, Birmingham, Wellington Place, Leeds and Milton Park, Didcot, with joint venture partner Hermes Real Estate. Public Sector Pension Investment Board (PSP) on the creation of a £500 million build-to-rent (BTR) residential property joint venture with Long Harbour. ROLE TYPE Legal PA/Secretarial CONTRACT TYPE Fixed Term Contract WORKING PATTERN Full Time Herbert Smith Freehills