Executive Assistant

Dingwall
úCompetitive

JOB DESCRIPTION

JOB TITLE

Executive Assistant – Real Estate & Personal and Family

Based in Dingwall 9am to 5pm Monday to Friday                                                          

REPORTING TO

Secretarial Resource Manager

JOB PURPOSE

Executive Assistant/administrative support to the Real Estate and Personal and Family department in the Dingwall office.  To assist the Real Estate & Personal and Family departments in ensuring the provision of an efficient and high quality service to Brodies external clients.

This is a hands-on role, responsible for delivering all aspects of the secretarial role, hospitality, reception and switchboard services to the highest possible standards.

The Executive Assistant will provide excellent customer service performing all operations requested without direct supervision.  This includes, but is not limited to, the efficient and prompt answering of telephone calls, courteous interaction with visitors, arranging hospitality and assisting with events and general administrative duties as and when required.

CORE TASKS

  • Diary management – make and amend appointments, arrange meeting rooms, track responses and organise refreshments if required
  • Welcoming visitors and clients to the premises, ensuring that Brodies sign-in procedures are followed;
  • Managing room and hospitality bookings, taxi bookings and parking;
  • Dealing with telephone calls promptly and efficiently;
  • Type and amend all client correspondence and legal documents to a high standard; in compliance with Brodies preferred document styling
  • Proactive mail box management – ensure documentation is copied to client folder (as required), flag important emails and ensure they are dealt with appropriately, check lawyer inbox/voicemail when out of office/in meetings and action important/urgent emails where appropriate
  • Responsible for drafting Letters of Engagement
  • Must maintain 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
  • 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 in appropriate locations both electronically and, where appropriate, in hard copy;
  • Organise opening and closing of files and papers when necessary
  • Assist with post-transaction administrative tasks including ordering searches, completing registrations, testing clauses, monitoring and chasing up landlord signatures, following dictation to complete SDLT  forms, documentation sweeps, preparation of bibles and inventories, extranet management and monitoring accounts for small balances
  • Draft fee notes, organise expense claim forms and pay invoices in compliance with office procedures.  Follow up process with relevant department through to completion. 
  • Complete appropriate cash forms as required
  • Prepare draft forms, letters and documents for signatures
  • Assist with Billing, attend  meetings , collate and circulate action list, prepare billing letters for fee earners to sign off on and maintain responsibility for monthly printouts. Liaise with cash room as per client balances on instruction of solicitor
  • Collect necessary receipts and information from fee earner and create expense form.
  • Business development administrative tasks including assisting with the tenders and team sheets
  • Complete mail merges when required
  • Source travel and accommodation complying with Brodies travel policy
  • Carry out Workshare compare comparisons
  • Minute taking where appropriate
  • Responsible for monitoring and updating profiles on social media websites
  • If required type up any PowerPoint presentations as and when required using Brodies formats and ensuring relevant quantity printed out, together with any handouts, in readiness for seminars.
  • Provide assistance to other executive assistants in the Real Estate & Personal and Family  teams as required under the direction of the secretarial resource manager. This includes participation in the telephone rota for lunchtime phone cover and provide assistance during holidays/absence
  • Undertake specialist duties e.g. finance, marketing/business development, GSPC, Solcase case management system and plot sales.
  • Undertake ad hoc administrative tasks when necessary under the direction of solicitors
  • Be aware of 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 Real Estate and Personal & Family department
  • This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
  • The ability to use initiative is essential
  • Good communication skills and confident in dealing with people at all levels
  • A strong team player
  • Ability to maintain flexibility regarding tasks and workload
  • 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 fee earners
  • 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 department will change from time to time and the successful candidate should have an open and flexible attitude to change

SKILLS

  • Excellent organisational skills
  • Ability to multi task and prioritise
  • 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 (preferred but not essential)
  • Experience of DMS (preferred but not essential)
  • Experience of Bighand (preferred but not essential)
  • Experience with social media websites
  • Experience of Workshare compare
  • Accurate and competent in document production including formatting and presentation

Brodies is committed to equality, diversity & the creation of an inclusive work environment where no partner, employee, potential employee or job applicant receives less favourable treatment.  We value the skills, experience and perspective that a diverse and representative workforce offers us in terms of our ability to deliver top class legal services to our clients.

Application Details

Megan Anker

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