Legal PA

Brentford, Middlesex
Jefferson Wells

Role: Legal PA

Duration: 6 months

Location: Osterley – TW7 5QD

IR35 Status: Inside IR35

Rate: £280 p/day

The Legal PA role provides high quality secretarial and document production support in the most sustainable, effective, and efficient manner, to add real value and differentiate the client from its competitors and to support their manager and respective legal team to do the same.

The Legal PA is accountable for providing PA support to the relevant Centre of Excellence as required within the Legal Department, in addition to support across the wider Legal PA Pool where needed.

The successful candidate will be expected to be proficient in several Microsoft applications (listed below). Full training will be provided for client systems/applications.

General Responsibilities

• Opening new matters on the legal document management system (iManage)
• Diary management including organising meetings using Microsoft Outlook/Condeco: sourcing rooms, arranging catering, visitor booking / meet and greet (when applicable)
• UK and international travel bookings using the travel booking system
• Raise payments using the ARIBA purchasing system: (PRs, BACs, CREs, FCRs & BTAs) and expenses; ordering stationery, mobile devices, and IT equipment
• Book taxis; organise couriers:
• Ad-hoc queries – e.g. map of Osterley, contact information
• Logging Legal General spend, for centralised costs (training, ents, travel, subs and memberships) onto the tracker
• Information requests required by Director or General Counsel
• Updating Legal tracking documents e.g expenditure trackers, People Lists
• Managing Contractual Notices mailbox (training will be given)
• Photocopying, scanning, and printing legal documents
• Updating department expenditure spreadsheets using Microsoft Excel

Other Key Responsibilities

• Document Production & Processing
• Creating, animating, and updating presentations using Microsoft PowerPoint
• Creating letters
• Reformatting documents, copying, and pasting Word, Excel, and PowerPoint documents into agreements
• Amending and stitching documents to create agreements (using Adobe Pro)
• Sending documents via DocuSign for signature to multiple signatories, internal and external
• Filing final documents and related correspondence to iManage
• Searching for, and sending out copies of final agreements to the business

Key Applications Required

• Outlook (Advanced): Organise complex/recurring meetings
• Word (Advanced): Outlined numbering, creating/amending styles, track changes, headers, footers, footnotes, and endnotes, comparison documents
• PowerPoint (Intermediate): Create, amend and animate presentations and apply house styles
• Excel (Intermediate): Create, amend and maintain budget spreadsheets using formulas, graphs and pivot tables
• Adobe Professional: amend and stitch PDFs
• Teams & Webex: set up of internal/external audio and video calls
• SharePoint: Sharing documents / permissioning

Client Applications (full training given)

• Workday: logging of annual leave and sickness records; change requests
• DocuSign – the document signature software the client uses
• iManage
• ARIBA Cloud / Buyer
• Condeco (eMeetings) – Client’s internal room booking system
• Travel booking portal
• Legal Front Door – Client’s Legal innovative matter tracking system
• SPARK – Service Desk: web-based portal for ordering IT equipment / raising IT requests

Key Relationships

• Line manager
• Group Legal Operations Manager
• PAs within the relevant Centre of Excellence and across the wider Legal
• Department
• Colleagues across the Legal Department
• ARIBA team and external suppliers
• Finance team
• IT Service Desk / TechES (Senior Manager IT Support)
• Mailroom and Courier departments