Executive Assistant

Executive Assistant - Dispute Resolution & Risk

At Brodies LLP, we value and respect all colleagues as individuals. As a UK law firm headquartered in Scotland, we believe that the experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allows us to see the world through many lenses

.As the largest firm in our jurisdiction measured by income, directory rankings, and lawyer numbers, the progress we continue to make is testament to the commitment of our colleagues

.In the last three years, our firm's revenue has grown by 20%, and we have welcomed almost 100 new colleagues. Today, we have more than 800 colleagues and offices in Aberdeen, Edinburgh, Glasgow, Inverness, London, Abu Dhabi and Brussels.

JOB PURPOSE

To work as part of a team in the provision of executive assistant support to the Dispute Resolution, Commercial Dispute & Claims and Risk and Strategic Risk, Government & Compliance practice areas, assisting in the provision of an efficient and quality service to Brodies' external clients.

CORE TASKS

• Diary and travel management – make and amend appointments and consultations, arrange meeting rooms, track responses and organise refreshments if required, anticipate weekly schedules and prepare for fee earner
• Anticipate requirements for meeting i.e. organise papers, produce itinerary, directions, background/profile information
• Follow up on meetings (i.e. contact details/further appointments required)
• Proactively organises partner management information for Division/Team (i.e. implementation and strategic plans
• Liaise with clients in organising events
• Proactive Mailbox management – ensure documentation copied to client folder (as required), flag important emails and ensure dealt with, checking fee earner inbox when out of office/in meetings and action important/urgent emails where appropriate
• Update all contacts (Outlook) and identify appropriate distribution lists
• Open new clients/matters, obtain information from client papers
• Produce Management Information for clients
• Type and amend any confidential emails as well as any confidential internal and external reports as required
• Save documents in appropriate location both electronically and in hard copy
• Build and maintain knowledge of Sheriff Court and Court of Session Forms/Procedures
• Must maintain intimate knowledge of current affairs in office and be able to deal with clients and third parties on a day to day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively
• Organise expense claim forms and collate necessary receipts
• Pay invoices in compliance with office internal procedures. Follow up process with relevant department through to completion ensuring completing appropriate cash forms as required
• Assist with billing, attend team/billing meetings, prepare draft bills for fee earners to sign off on, maintain responsibility for monthly printouts and ensure bills sent to clients timeously.
• Organise closing of files and papers when necessary.
• Maintain tidy office environment in terms of “Less Paper” guidelines
• Undertaking some specialist duties e.g. finance, marketing/business development and paralegal
• Assist with the drafting, lodging and updating of court documents and papers
• Organise and maintain Counsel’s papers both in paper form and electronically
• Ensure scanned documents are saved to DMS in the relevant folders
• Source travel and accommodation and liaise with Division credit card holder to confirm booking
• Minute taking where appropriate
• Participate in the rota for lunchtime cover and provide assistance during holidays/absence
• Provide assistance to other Executive Assistants in the Dispute Resolution & Risk team as required and under the direction of the Secretarial Engagement Manager
• Liaise with the Legal Document Specialists to ensure the completion of all Bighand dictation and documents within the required timescales, assisting where necessary.
• Undertake ad hoc administrative tasks, when necessary, under the direction of solicitors and Secretarial Engagement Manager.
• Learn and work in accordance with Brodies’ information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION

• Should have knowledge and experience of working within a busy Litigation team ideally with some knowledge of court procedure and relevant documentation.
• This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
• Highly motivated with the ability to use initiative and be proactive is essential
• Good communication skills and confident in dealing with people at all levels
• A strong team player with a can do attitude
• Ability to maintain flexibility regarding office role and workload
• Organises and prioritises time effectively to achieve deadlines
• Presents a professional image to clients and other external organisations at all times
• Seeks out opportunities to provide a more efficient and proactive service to legal colleagues
• The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or after 5pm
• Working practices and Executive Assistant allocations within the team will change from time to time and the successful candidate should have an open and flexible attitude to change and a willingness to train within the practice area and other legal teams

SKILLS

• Excellent organisational skills
• Ability to multi task and prioritise
• Fast accurate typist – 60 wpm
• Proficient in the use of Microsoft applications:
• Word – track changes/mail merge
• Outlook – diary management, contacts, tasks
• Excel and PowerPoint (preferred but not essential)
• Willingness to enhance IT literacy through regularly scheduled training (CPD)
• Experience of CompareDocs (preferred but not essential)
• Experience of Aderant billing system (preferred but not essential)
• Experience of DMS (preferred but not essential)
• Experience of using internet for research purposes (preferred but not essential)