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- Diary management
- Proactive mailbox management
- Drafting Letters of Engagement
- Must maintain knowledge of current affairs in office
- Deal with clients and third parties on a day-to-day basis via e-mail, phone or in person
- Setting up and maintaining data room sites (inviting all EA's)
- Update contacts and distribution lists in Outlook
- Compile records on an ongoing basis and update/correct, when necessary, produce weekly/monthly reports with progress and status of accounts
- File documents
- Organise opening and closing of files and papers
- Assist with post-transaction administrative
- Draft fee notes, organise expense claim forms and pay invoices in compliance with office internal procedures
- Complete appropriate cash forms as required and supplying evidence to the Cashroom
- Prepare draft forms, letters and documents for signatures
- Preparation of DocuSign for partners
- Assist with billing, attend team meetings, collate and circulate action list, prepare billing letters for legal colleagues to sign off on and maintain responsibility for monthly printouts and liaise with cash room as per client balances on instruction of solicitor
- Collect necessary receipts and information from legal colleagues and create expense form using Concur
- Complete mail merges when required
- Source travel and accommodation and book through Premier Inn and Corporate Traveller
- Carry out Workshare compare comparisons
- Minute taking where appropriate
- Participate in the telephone rota for lunchtime phone cover and help during holidays/absence
- Aid other executive assistants in the Real Estate team
- Undertake ad hoc administrative tasks
- Knowledge and experience of working within a busy Real Estate practice area
- Good communication skills and confident in dealing with people at all levels
- Ability to maintain flexibility regarding tasks and workload
- Provide an efficient and proactive service to legal colleagues
- The successful candidate will be required to be flexible regarding working hours
- Working practices and executive assistant allocations within the practice area will change from time to time and the successful candidate should have an open and flexible attitude to change
- Proficient in the use of Microsoft applications:
- Word – track changes/mail merge
- Outlook – diary management, contacts, tasks
- Excel
- PowerPoint
- Willingness to enhance IT literacy through training (CPD)
- Experience of Elite, DMS and Bighand (preferred but not essential)
- Experience with social media websites
- Experience of Workshare compare
- Accurate and competent in document production including formatting and presentation
