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Legal PA - NY - ICM

Allen & Overy

Allen & Overy

New York, NY, USA
Posted on Saturday, August 26, 2023


Legal PA - NY - ICM


USA - New York

Hybrid (combination of office & remote working)

Job description

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.

With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development – providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognizing that those may look different for everyone.

We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences – whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.

General PA Duties – PA support, calendar management, management of calls, emails and mail etc.

  • Act as concierge for partner - Daily maintenance of calendar events and organization of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
  • Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
  • Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
  • Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
  • Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
  • Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with the firm's designated travel management company
  • Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
  • Deal/Matter Support – Coordination of file opening, client care, and end of matter details

Document Support – Preparation of client documentation and correspondence
  • Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
  • 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 invoices and all expense claims
  • Demonstrate an understanding of the end-to-end billing process
  • Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against credit card expenditure if appropriate
  • Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
  • Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
  • Edit time narratives within 3E
  • Use 3E to view time on matters and print billing guides for partner/matter manager review
  • Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing

Business Development
  • Coordinate/organize small client events and ensure all details, post-event, are followed up or liaise with Business Development team to coordinate larger client events
  • Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
  • Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
  • Understand and appreciate key client contacts and build relationships with PAs at key clients
  • Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com
  • Undertake research on clients or potential clients, including putting together briefing packs as and when required

Key requirements
  • Minimum of 15 years of experience in a secretarial position at a global firm
  • Bachelor's degree preferred
  • Good working knowledge of MS 2016 Word, Excel, PowerPoint and Outlook
  • Experience with iManage and 3E Elite preferred
  • Flexible schedule
  • Ability to work on-site 3 days/week
  • Strong organizational skills required
  • High accuracy rate and strong attention to detail

Who we are looking for
  • 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
  • Maintain tact and diplomacy, trust and confidentiality
  • Exhibit strong professional communication skills, both oral and written
  • Build successful relationships with fee earners to identify individual requirements
  • 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
  • Take responsibility with regard to team-building and providing a supportive environment to colleagues
  • Take responsibility for ensuring personal development and IT skills are maintained and improved