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Legal PA - Projects Team

Allen & Overy

Allen & Overy

Johannesburg, South Africa
Posted on Tuesday, September 5, 2023


Legal PA - Projects Team


South Africa - Johannesburg

Office based role

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 culture is one of high-performance and we have high expectations of one another, in everything we do. Being a proud team player is essential. We work together, listen and learn from one another and achieve results we could never achieve on our own. When you join our team, you’ll become part of a flexible, inclusive environment underpinned by openness and consistent support for one another. At A&O, you're not only valued for what you do, but for who you are.

Role purpose

To provide fee earners with effective high-quality Personal Assistant support that appropriately meets their
requirements, enabling-them to focus on providing legal services and client development. In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of complex and often confidential documents and presentations.

Role and responsibilities

General Personal Assistant Duties
• Daily maintenance of diary events and organisation 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 fee earners to ensure that they attend meetings on time and with the appropriate
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Proactive management of emails, voicemails and general post, 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 programmes, to include booking flights, hotels, car
transfers, and preparation of itineraries etc
• Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner
• Liaison with fee earners with regard to updating training records with CPO points

Document Support -Preparation of client documentation and correspondence
• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if
• 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
• Ensure that fee earners have papers and adequate preparation time for meetings
• Take minutes at meetings and produce/maintain action lists where appropriate

Deal/Matter Support -Coordination of file opening, client care, and end of matter details
• Complete Matter Inception process
• Draft engagement letters and/or client-care emails and liaise with matter managers to ensure signed engagement letters are returned and filed appropriately
• Complete Omnia virtual file set-up and file and scan all awaiting documents
• Keep track of all deadlines and remind fee earners of timelines at regular update meetings
• Carry out health check and "tidy" of documents or SFP templates
• Complete post-deal/matter activities including maintenance of paper files, bibling and closing matter as agreed with Matter Manager
• Liaise with Professional Support Lawyer regarding know-how collation and submission, if required

Finance - Coordination and preparation of invoices and all expense claims
Demonstrate an understanding of the end-to-end billing process and financial system
• 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
• Carry out mobile phone reallocation and reclaim process
• Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
• Chase missing timesheets
• 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
• Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
• Ensure copy of final bill is correctly filed

Business Development
• Work on client pitches, to include awareness of date for submission to client; liaison with Business
Development, Creative Services and Print room for timely production of documentation
• Coordinate/organise client events and ensure all details, post-event, are followed up
• Undertake research on clients or potential clients, including putting together briefing packs as and when
• Demonstrate knowledge of business development materials to provide to fee earners when attending
• Maintain/update EPiC experience records and events calendar; liaise with lee 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, eg APEX, EPiC, CVs and A&O.com
• Action e-Alerts in timely fashion as required
• Show extensive knowledge of APEX and EPiC for production of client distribution lists

Ad hoc
Due to the evolving nature of the business, there may be tasks in addition to the above, dependent on role and department