Job Description

We are defined by our consistent commitment to creating a collaborative and supportive working culture and investing in your progress. We’re committed to supporting a culture that drives diversity and inclusion. To be comfortable and confident to be who you are in the workplace. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional ambitions.
To provide a consistently high standard of administrative support to the Legal Professionals and Associates in Advanced Delivery Legal, ensuring that all tasks are completed in an efficient and timely manner to enable the smooth running of the team's support function. In particular, support with all matters with regard to finance; business development, travel arrangements and preparation of complex and often confidential documents and presentations
They will have a keen eye for detail, be highly motivated and possess strong organizational skills.
Communication and behaviors

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
• Exhibit strong professional communication skills, both oral and written
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Ensure familiarity and compliance with A&O standard operating procedures and any group-specific procedures
• Keep appropriate individuals updated with regard to your whereabouts.

General PA duties – PA support, diary management, management of calls and post etc.

• Maintenance of diary events and organization of the day-to-day schedule of fee earners
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary documentation
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels and car transfers
• Preparation of holiday/absence trackers

Document Support – Preparation of client documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution.

Finance – Coordination and preparation of all expense claims/finance reports

• Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
• Prepare fee reports on matters/follow up with Finance team
• Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary

Business Development

• Work on client pitches, liaison with Business Development, Creative Services and Print room for timely production of documentation
• Coordinate/organize client and office events and ensure all details, post-event, are followed up
• Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com.

Required Knowledge, Skills, and Abilities

Strong administrative and organizational skills and a keen attention to detail; Strong communication skills both formal and informal and willingness to collaborate with others; Ability to work flexibly, on own initiative and as part of a team; Showing initiative and having a desire to get the job done; Ability to adapt with flexibility to handle multiple tasks simultaneously in an environment with shifting priorities, under pressure; Ability to work as part of a team, both within Belfast and remotely with colleagues and elsewhere across a wide range of levels, responsibilities and offices; Graduate or equivalent, or A Levels with relevant experience. RSA Stage I/II Text or Word Processing (strong typing skills essential). Excellent Word, Excel, Outlook, PowerPoint skills.