Legal Administrative Assistant

Dublin 2 (Office based)

Person specification:

• Articulate –  a nice phone manner and excellent written English skills are pre-requisite
• Numerate – comfortable with preparing quotes and invoices; will be well-able to keep track of costs and reconcile payments
• Able to prioritise effectively, as they’ll have a wide variety of tasks
• Capable of working on own initiative, without constant supervision
• Balancing diligence / attention to detail with a ‘can-do’ positive attitude is probably the most important factor for success in this role.

Job description:

PA-style and reception duties

• Diary management (for the two Directors, me in IE, and Pieter in the NL) and ensuring our hours are recorded into our time management system; sending calendar invites; booking meeting rooms and co-ordination of events; making travel arrangements such as booking flights and hotels.
• Ensuring all business expenses are accurately recorded with receipts
• Manage the telephone for the office – it’s not a hectically busy line, but it’s very important as this person will take all new enquiries and filter them to an appropriate attorney.
• Incoming/outgoing post and couriers, photocopying/scanning as needed

Accounts-related

• Paying fees using credit card / EFT and ensuring payments are accurately recorded
• Preparing and sending out bills, tracking payments and reconciling payments received
• Managing subscriptions, stationery orders, minor office expenses and petty cash

Legal secretarial tasks

• Dictaphone typing, drafting letters / standard template-style correspondence, which the attorneys will check / edit and send on to clients
• Formatting forms and excel documents, compiling evidence
• Familiarity with Excel, Word, Powerpoint, Sharepoint, Adobe Pro, Microoft Teams, WeTransfer or similar all would be good
• Keeping on top of the team’s deadlines and updating cases so that all deadlines are entered accurately
• Maintaining accurate records in the computer system when new clients join or need edits – e.g. billing contacts, updating client address info, opening up new matters 
• Monitor / add status memos, deadline instructions on files
• Adding correspondence, cost estimates to matters
• Preparing automated trade mark watches (checks for similar filings) and reviewing the resulting citation letters