Executive Personal Assistant to Fee Earners & Real Estate Team

We're currently looking for a Personal Assistant to join our Southampton office.

The team

Our Executive Services team consists of three 'hubs': a Document Production Specialist hub providing a transcription service, an Executive Support Assistant hub providing support with administrative tasks and a Personal Assistant hub, which you will join, providing organisational and client care support. All three hubs work collaboratively to provide a seamless and efficient service to our fee earners across the business.

The role

As a Personal Assistant you will deliver high quality support to a number of fee earners to include:

• providing comprehensive support on management and partnership matters, including the preparation of departmental reports, financial information and presentation materials
• acting as the first point of contact for internal and external clients, focusing on adding value to client / fee earner relationships;
• managing telephone calls and incoming communications on behalf of lawyers, exercising judgement to respond appropriately, prioritising actions and ensuring timely follow up
• completing financial tasks such as expenses, taking a leading role in the billing process and maintaining budgetary information and financial spreadsheets;
• supporting client reporting and financial information preparation
• proactively managing and maintaining complex diaries, arranging client, partner and departmental meetings, coordinating catering, meeting rooms and venues;
• supporting meetings by circulating agendas and papers in advance;
• assisting with the organisation of events, including maintaining mailing lists, issuing invitations, welcoming clients and supporting virtual events via Microsoft Teams or similar platforms;
• co-ordinating complex travel arrangements, including rail and air travel, accommodation and producing comprehensive travel packs and itineraries;
• creating and maintaining client engagement letters and matter specifications, ensuring accurate matter administration and compliance with firm processes
• maintaining accurate and up to date business contact information, managing reminder systems and organising workloads efficiently; and
• carrying out tasks specific to the Real Estate practice area, including supporting high volume, transactional and operationally complex matters
• adapting support to different Real Estate sub specialisms such as Residential, Developers & Investors, and Operational Property

What are we looking for?

To be successful in this role you'll need as a minimum:

• Experience of working in a Personal Assistant capacity or similar role within a professional services organisation
• Proficiency in MS Office suite and experience of working with other in-house office systems
• Excellent communication skills and being able to utilise them via different methods such as emails, phone calls and letters
• Experience managing and prioritising your workload in line with department service level agreements