Our Client is an International Corporate Law Firm and has instructed Link Personnel on a Legal EA -12 month Contract Vacancy.  This is a great opportunity to join their Dublin office, which has expanded significantly, and has recently moved to new offices in the heart of Dublin 2.  Call Orla on 01 8456312 for details 

The role will provide dedicated secretarial/administrative support to the relevant Practice Group in the Dublin office. Reporting to the Dublin Office Manager and working as part of a team, the EA will ensure an effective service is delivered to the partners, associates, office manager and trainees/paralegals, whilst ensuring the smooth running of processes.

Excellent Salary and Flexible working offered to the successful candidate

The Role: 

• To provide complete secretarial/administrative support to the relevant Practice Group ensuring that work is prioritised and dealt with as appropriate.
• Processing client billing on a monthly basis, which includes reviewing WIP sheets, drafting, finalising and sending bills; requesting PO numbers and keeping track of billing against agreed fee arrangements; and reviewing fee packs to identify historic unbilled WIP and overdue invoices to be chased. Dealing with general account queries.
• Full responsibility for client and matter inceptions, including obtaining relevant KYC documentation, dealing with queries from the inception team, drafting engagement letters and matter acknowledgement letters, sending to client and ensuring client signed copies are returned.
• Proactive and heavy diary management for partners, including identifying where bookings are needed (rooms / restaurants / travel / etc.), knowing whether the partners/fee-earners are in the office and managing meeting and telephone requirements accordingly.
• Efficiently assisting partners in managing their inboxes, keeping the email traffic down, ensuring appropriate electronically filed, and ensuring emails are appropriately managed in the partners’ absence.
• Dealing with extensive travel itineraries, producing full travel packs and keeping ahead of travel requirements to make for easy and efficient travelling.
• Supporting the department with the arranging of internal and external seminars, client events and client training sessions as and when required.
• Assisting with telephone calls and messages for the relevant department, ensuring that the message are progressed and that the client is left with a positive and professional image of the firm.
• Providing support on document production as and when required. This may include amends to existing documents and/or new documents and following house style.
• To store all documents/emails in the firms’ management information system; following departmental and firm-wide procedures, and maintain partners email folders as agreed.
• Assisting with scanning, printing, photocopying.
• Dealing with expenses and processing of invoices.
• Dealing with archiving for the department, as appropriate, ensuring that the correct procedures are followed.
• Inputting data into the firms BD information database.
• Performing other duties and responsibilities as assigned.

The Candidate: 

• Excellent communication and organisational skills are essential, along with a good eye for detail.
• Being proactive and able to multi-task whilst working, at times, with limited supervision as well as being part of a team is a key factor of this role.
• Positive, can do and enthusiastic and proactive attitude is required.
• Portrays a positive and professional image towards the client and the firm.
• Experience of working in a Professional Services firm.
• Strong working knowledge of Microsoft Word and Outlook essential.
• Good working knowledge of Microsoft Excel and PowerPoint desirable.
• Experience of billing and client inception processes.
• Experience of organising international travel.
• Good keyboard skills are essential, with typing speeds of 65 wpm, minimum.

If this Legal EA Contract sounds like you call Orla on 01 8456312 for details.

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