Legal PA (Supporting the Head of Real Estate)

The Vacancy What can you expect? We have an exciting opportunity for an experienced senior legal PA to join our Real Estate team, with responsibility for supporting the Head of the Department. This role sits in our Real Estate team, which encompasses environment, project planning, real estate finance and real estate litigation. The team advise on every stage of the life cycle of your property, with areas of expertise including construction, development, energy and infrastructure, hotel and leisure, investment, landlord and tenant matters, planning, environment and compulsory purchase, property litigation, real estate finance and real estate tax. Inclusiveness and Diversity At Fieldfisher, led by the social model of disability, we are working towards removing accessibility barriers and maximising disability and neurodiversity inclusion in our recruitment processes. Should you have any accessibility requirements, please contact a member of Fieldfisher's Recruitment Team who will work with you to implement suitable adjustments at any stage of the recruitment process. All conversations are treated in the strictest of confidence and we would appreciate your feedback to ensure we can provide an accessible and enjoyable recruitment process. For accessibility information on our London offices, please visit our website: Responsibilities Dealing with confidential departmental-related tasks i.e. for the property litigation team Managing the property litigation team's finances (i.e. WIP, Debtors) etc. Managing team absence calendars. Organising internal team meetings and team events. Assisting with confidential head of department tasks. Diary management responsibilities including making appointments, organising meetings, and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate. File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence. Proactive client liaison including taking messages, passing on information and dealing with simple queries. Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients including supporting additional fee earners during PA holidays and sickness. Management and coordination of the Partners billing and financial requirements including producing WIP and aged debt reports, attending departmental financial meetings with the revenue controller team and the debtors' team and dealing with residual balances. Manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required. Organising conference calls on behalf of the fee earners in a timely fashion. Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit Letters, with direction from partner/fee earner. Liaising directly with clients in relation to new client onboarding requirements. Maintain CRM by updating InterAction and maintaining fee earner contact list. Support Marketing and Business Development administration e.g. preparing alerters, presentations, contact sheets etc., organising events, booking venues, managing invite lists and coordinating event logistics. Coordinating travel and producing travel packs if requested. Ordering Office Copies and managing their delivery using the Land Registry Portal. Assisting with the team's monthly billing; preparing time narratives and time summaries and sending out invoices. Diarising court deadlines. Sending out correspondence; including notices / various property litigation documents. Liaising with Counsel's Clerks in relation to Counsel fee notes and making sure all fee notes are posted to the file. Processing disbursements and expenses. Preparing payment forms, receipt forms and other internal payment forms. Any additional ad hoc tasks as required. Delegate tasks to Practice Admin/Document Production where possible. Preparing court bundles. Generally must be flexible and willing to work outside of office hours where client transactions require that. Experience and Knowledge Experienced Legal Secretary/PA. Good knowledge of real estate would be an advantage in this role. Must possess excellent diary management, organisation and prioritisation skills. Must be able to communicate effectively and build good relationships with clients and staff within the firm. Must work well as part of a team. Management experience would be advantageous. Must be a competent, fast and accurate typist. Must be competent at producing legal documents to a high standard. Professional telephone manner and the ability to accurately record and pass on messages. Sound technical skills in the following areas: Microsoft Office IT skills Word, Excel, PowerPoint, Outlook (Fieldfisher uses Microsoft 365). Proven document or case management skills (Fieldfisher use iManage Work). Proven experience using a legal computerised finance system (Fieldfisher uses Evergreen). Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction). Minimum typing speed of 65 wpm with a good level of accuracy What can we offer you? Our people are at the core of what we do. Fieldfisher's benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assurance & income protection, flexi-gym discounts, season ticket loans, bike-to-work loans, electric vehicle scheme and much more. Fieldfisher HQ is based in the vibrant and thriving City of London, which has something for everyone. Offering excellent commuter links based a 5-minute walk away from Monument and Bank tube stations. Views overlooking the River Thames and Tower Bridge from our 9th floor terrace, open plan workspaces that encourages a sense of camaraderie, hybrid working and hot-desking, discounted coffee in our on-site cafe, bike storage, shower facilities and much more. We have diverse teams made up of our Partners, Lawyers and Business Services Professionals, collaborating to provide outstanding service to our clients, working across our many different sectors and practice areas. We understand the importance of collaboration outside of work with lots of different clubs and networks for our people to get involved in, including quiz nights, book club, choir, firm-funded yoga, fitness challenges, football teams, and inclusive events with our nominated charity partners. If you would like to know more, chat with our recruitment team or visit our social media channels to see for yourself! Culture & personal development Were a firm with real entrepreneurial drive and we dont believe in squashing peoples individuality. We want you to use your unique talents and experiences to help the firm grow. You can only do that by being yourself. And working closely and collaboratively with people throughout the firm. Thats why we foster a culture that encourages you to be yourself. Well give you bespoke support to develop your own career. Whether thats through allowing you to access all areas across the firm, funding you through training for professional development qualifications, or making sure you have a structured career plan, well make sure your talents are being nurtured. The Firm Fieldfisher is Times Top 20 Law Firm, a highly commended firm in the European Financial Times Innovative Lawyers rankings and is repeatedly nominated for awards in areas including dispute resolution, M&A and IP. Many of our lawyers are recognised by legal directories as leading professionals in their areas of specialism and we are top two-ranked in a number of our key practice areas. Our network spans over 1,800 people across 26 international offices in 12 countries. We operate across our offices in Amsterdam, Barcelona, Beijing, Belfast (2), Berlin, Birmingham, Bologna, Brussels, Dublin, Dsseldorf, Frankfurt, Guangzhou, Hamburg, London, Luxembourg, Madrid, Manchester, Milan, Munich, Paris, Rome, Shanghai, Turin, Venice, Vienna and Silicon Valley. Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role. Skills: File Management Client Liaison Coordination Billing Meeting Deadlines