Legal Professional Assistant

3 months ago

Singapur, Singapore Allen & Overy Full time
A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.
 
We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.
 
Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.
 
What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

Role purpose

To provide a high level of professional, client focussed support to partners/lawyers. The Legal Professional Assistant (“LPA”) will deliver proactive administrative support, management of complex tasks and client relationship support to both partners/lawyers. To act as the gatekeeper of partners/lawyers’ time and resolve conflicts. To liaise with the Working Capital Controllers (“WCC”) on deals / matters to ensure timely and accurate billing. It is recognised that the balance of tasks within this job may vary dependent on the role, work and practice area of the partners/lawyers.
The Legal Professional Assistant reports to the Legal Support Supervisor and works closely with him/her and other LPAs as required to ensure that partners/lawyers benefit from a similarly high quality and responsive support.

Role and responsibilities

General administrative support

Proactive daily management of diary and organisation of the day-to-day schedule of partners/lawyers, to include the identification and resolution of potential issuesManage partners/lawyers in-box, prioritising and highlighting key communications and responding as appropriate / agreedProactive set up and management of meetings and all logistics ensuring partners/lawyers are prepared in advance of meeting with all necessary documentation and detailsCo-ordinate travel and prepare itineraries, plan for contingencies and anticipate additional requirementsManage partners/lawyers expensesRespond to telephone calls, acting as a filter to manage and control callsLimited and appropriate printing support (if self service is not an option)Assist with any projects the partners/lawyers are leading / working onAttend relevant team or project meetings to coordinate and capture action pointsAssist with setting up Compass meetings for associates and mid / end of seat reviews for trainees

Document support

Produce letters, correspondence, reports and legal documentationComplete urgent document edits for mattersAssist with minor amendments made by a lawyer to knowledge materials

Client support

Support partners/lawyers in their management of their client relationships, including building relationships with and help with on-boarding new clientsInstigate and manage matter inception, including engagement and client care letters. Facilitate and encourage comprehensive completion of the matter inception system data requirementsBuild relationships with clients to support excellent client service and be a direct point of contact for the client to facilitate tasks including the setting up of meetings (including virtual where appropriate) and schedule calls

Business development

Co-ordinate / organise client meetings, partner sponsored client events, and client roadshows, including schedule management, venue and food & beverage bookings, and dispatch, creation of EPiC mailing lists, production of name tagsCollate and print packs of information for client meetingsMake amendments and formatting changes to pitch documentsMaintain / update EPiC/Outlook marketing activity records relating to partners/lawyersEnsure EPiC client lists, contact records and relevant partner/counsel CVs are kept up to date and in proper form

Financial

Back up point of contact for client on billing issuesAwareness of overall WIP and outstanding debtsArrange and attend monthly working capital call to discuss write offs, billing amounts, deferred WIP, aged debt and matters to close. Ensure matter manager(s) are also invited where applicableFollow up actions from monthly working capital call:Agree format and produce matter fee update / proforma / billing guideNote down agreed actions from the WCC meeting and follow up/prompt partners/lawyers and matter managers with their assigned actions where applicable.In between monthly working capital calls, where applicable:Send all requests on a matter to be billed to WCCAssign proforma to WCC with instructions and highlighting if priorityInvoicingBasic checks on invoices from WCC – amount, client details, PO number, payable by, narrative and write offs, outside counsel guidelines (OCG) and e-billing compliance (need for any narrative changes back to relevant TA)Coordination of any additional supporting documentation required (regulatory or client driven)Facilitate the matter manager in their responsibility to fully review invoices commercially and substantively and get approval from matter manager that draft can be finalised and request final invoiceSend to partner for approvalApply signatures to final invoice, save to matter file and email to client

Key requirements

Able to work independently and with minimal supervisionDemonstrate a good understanding of the business (the area in which they work), its clients and its workWell organised and readily able to prioritise and manage own time and workloadAdaptable and flexible tomeet the requirements of individual partners/lawyersevolve aspects of the rolebe part of a wider team and take on additional share of workload (as needed)Is proactive in managing tasks and situationsAble to problem solve and demonstrate good judgement, willing and confident to challenge when appropriateDemonstrate strong attention to detail and produce high quality / accurate workDemonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownershipMaintain tact and diplomacy, trust and confidentialityDemonstrate outstanding communication skills, positioning tone and structure of communications effectively

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