Job Title

Legal PA - Dispute ResolutionOwen Reed is looking to recruit an experienced and proactive Legal PA to join top-tier dispute resolution team for a top law firm in Birmingham.This is a fantastic opportunity to support a dynamic group of legal professionals who thrive on tackling complex commercial challenges.Disputes are an inevitable part of firm. Our clients rely on us for clear, strategic, and results-driven advice. Our team is highly skilled in litigation, arbitration, and alternative dispute resolution, including mediation. We’re committed to delivering the best possible outcomes, and we’re looking for someone who shares that commitment to excellence.ResponsibilitiesDiary management:Ensure client meeting clashes do not occurPartners/fee earners have all the required materials for their client meetingsArrange meetings on behalf of partners/fee earners/clientsEnsure business travel information is entered into calendarsFile management responsibilities - Opening and closing files including ensuring electronic filing systems are maintained accurately and up to dateMailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordinglyMonitoring and being the gatekeeper to fee-earners' mailbox in their absenceCommunicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the 'to do' listTo undertake limited typing i.e urgent short documents (digital and non-digital dictation)Proactive client liaison including take messages, pass on information and deal with simple queriesPro-actively delegate work to the relevant secretarial resource e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followedManagement and co-ordination of the Partners’ billing and financial requirements which includes:-Proactive billing and credit control:Check InTapp time to ensure that partners / fee earners time recording is up to date – remind where necessary and remind Partners / senior associates of final billing day for the month endLiaise with Billing for Partner WIP reports - run WIP reports, distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoicesCheck with Partners/senior associates to ensure that all matters they want to invoice have been billedBuild an understanding of each client's different billing requirements to ensure that invoices are not rejectedPrepare specific draft billing narratives where requiredPrepare draft letters/emails to accompany sensitive invoices, thank you letters etc.Submit invoices on behalf of Partners and respond to clients on billing issuesBuild relationships with Client PAs/accounts departments to ensure that billing issues are resolved quicklyMarketing Support:PhotographyLiaise with Concierge to have new fee earner photos takenSaving photos in correct house style and in appropriate Marketing filesite foldersDigital/WebsiteUploading and updating content on the website including; creating lawyer profiles, blogs and briefing papersUpload photography to fee earner profiles on the websiteUpload files to the website to create links for hyperlinking in emailsProof reading and hyperlinking keywords in the text to relevant target pages on all content added to the siteBidsCollating and maintaining Master CVs for each fee-earner and sorting by partner, director and other gradeUpdating bids credentials lists with matters from Chambers after each directories roundCredentials database – adding to it by practice and sectorBidding library - adding to it by sector and sub-sectorKey information on Risk, Insurance, International and FinancialBusiness Development:InterAction – management of fee earners' contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updatesCollating information for expressions of interests and credentials documentsProviding About Us documentsOrganising conference calls on behalf of the fee earnersOrganising transport, accommodation and related documentation for international travel as required - produce itinerary as appropriateAssisting with workload of team members within practice group and across the firm as requiredAny additional ad hoc tasks as requiredOther:Support with the opening of new clients/matters with the firm's client onboarding platform, InTapp IntakeLiaise with client regarding information/documentation required for AMLPrepare Engagement letter to ensure new client/matter processes are completedUndertake ad hoc conflict queriesExperience and KnowledgeLegal PA experienceAbility to liaise with Courts and CounselExperience of producing court bundles (hard copies and soft copies) to a high standard.Time RecordingExcellent diary management, organisation and prioritisation skillsCommunicate effectively and build good relationships with clients and staff within the firmMust work well as part of a teamCompetent, fast and accurate typistCompetent at producing legal documents to a high standardProfessional telephone manner and the ability to accurately record and pass on messagesSound technical skills in the following areas: Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, OutlookProven document or case management skillsProven experience of using a legal computerised finance systemProven experience of using a Client Relationship Management system