Secretary / Personal Assistant

Secretary/Personal Assistant | Legal | Gibraltar | Competitive salary & benefits

Secretary/Personal Assistant required for an established Legal and Corporate Services company based in Gibraltar.

You will provide a first-class professional support service to the appointed fee earners.

The Secretary will be expected to refocus tasks and priorities periodically as required daily, to create a positive working relationship with the direct reports and their peer group.

What's on offer to you?

• Genuine career progression


• Excellent working conditions, benefits and holidays


• Career-changing opportunity with an International Organisation

What You Will Be Doing

• Act as a first point of contact and liaison for clients and colleagues, building effective working relationships and acting as a gatekeeper by answering and screening telephone calls politely and professionally.


• Detailed and proactive email inbox management including checking and summarising e-mails on a daily basis.


• Type correspondence and documents and prepare and send short holding, covering or similar letters when required.


• Participate in regular work planning to review client work activities and requirements to meet all deadlines.


• Assist with client matters, and related processes including processing new requests, starting electronic filing, applying billing rates, and preparing engagement letters.


• Organise and maintain electronic and hard copy document management systems ensuring that all electronic and paper-based files are up to date and maintained at regular intervals.


• Manage the diaries of allocated fee earner(s) in Microsoft Outlook to ensure efficient scheduling.


• Organise extensive international travel, business trips and itineraries for fee earners including sourcing and booking flights, hotels and transport and preparing door-to-door travel packs.


• Booking client and/or inter-office meetings, arranging conference calls and organising client lunches, dinners, workshops, conferences, seminars etc.


• Work proactively with fee earners to ensure that documentation is produced with speed and accuracy and meets clients' expectations.


• Undertake audio and copy typing, photocopying, scanning and faxing of documents and preparation of trial bundles.


• Demonstrate an understanding of, and assist in coordinating the end-to-end billing process.


• Support with priority clients and business development initiatives including researching information for and preparing animated or graphical client presentations.


• Proofread and undertake quality checks on all work produced.

What You Will Need to Succeed In This Role

• Educated to graduate level ideal.
  
  Must hold at least 5 GCSEs (A-C) or equivalent, including Mathematics and English.


• Solid, recent PA/secretarial experience at partner or director level preferably gained within a professional services environment or partnership.


• Experience in fee/billing management and financial tasks.


• Able to draft, type, format, prepare and produce a wide range of high-quality documentation, correspondence, statistical information, graphics, presentations and short reports.


• Excellent attention to detail and accuracy.


• Superior organisational, time, project and diary management skills.


• Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel.

Keywords: Secretary | Personal Assistant |Gibraltar | Drafting| Documents