Job description

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Executive Assistant, Family Law Team (0052)

At Morton Fraser we are a different kind of law firm, independent by choice and a place where we make our own decisions and our people can have their own say. Our culture empowers all of our people to be the best they can be.

You'll get responsibility early on and the support to make great things happen. And because we understand that hard work comes from people who are empowered to be at their best more of the time, we offer an agile working environment.

We are charting our way to become the best in our field, so if you share our ambition, come chart your best course with us.

 

Summary of Role

To provide a range of administrative support to a group of busy fee earners, ensuring a proactive approach to strengthen and underpin team efficiency and client service in a confidential and sensitive environment.

 

Key Tasks

  1. Client Support:

    Screening calls appropriately, taking messages and dealing with enquiries that do not require a fee earner's input. Play an active role in client service and act as a confident, reliable and knowledgeable contact for division's clients.
    Preparing reports for clients and processing client questionnaires according to divisional policy.

  2. Diary, inbox and meeting management:

    Day-to-day management of electronic Outlook calendars, scheduling meetings, accepting and declining incoming meeting requests as appropriate, ensuring there are no diary conflicts and making sure the fee earner knows at all times where he / she is supposed to be; assist with meeting preparation – ensuring your fee earners have the necessary paperwork; client details; presentation materials etc.

  3. Divisional training co-ordinator:

    Organise team knowledge sessions, prepare and circulate any training materials; organise in-house and client CPD events complying with Law Society of Scotland requirements; booking fee earners onto external events and handling invoices etc.

  4. Marketing co-ordinator:

    The production of divisional marketing literature (from team sheets to credentials), in conjunction with marketing team; maintenance of partners / fee earners outlook contacts; creating distribution lists and updating client details for event invites; creation, format and distribution of e-newsletters, surveys, blogs, website, intranet updates, marketing materials.

    The organisation of hospitality and events including scheduling diaries, booking rooms, organising catering, setting up event on Concep and publicising on social media, identifying and tracking of invites/attendees, producing event packs and materials and, if required, organising rehearsals and slides, name badges, meeting and greeting attendees at the start of the event etc., liaising with the marketing team, Client Suite team and Central Services team as appropriate. Prior to event, ensure mics and tech is set up and working. Post event, process feedback forms.

  5. File management:

    Despatch and retrieval of files from Iron Mountain. Items being sent off-site need to be properly indexed with things like 'descriptions' and 'destruction dates' set.

  6. Document Processing:

    Collation of complex and/or volume documents, compilation and organising the signing of documents. Where appropriate, the Executive Assistant would delegate and supervise GAs in the scanning, copying and binding of documents.

 

Qualifications and Experience 

  • EA, PA or Legal Secretary experience.
  • Excellent planning and organising skills.
  • Able to prioritise work and sequence work appropriately to meet deadlines.
  • Ability to follow instructions and work with minimal supervision using own initiative.
  • Experience of delegating and supervising the work of others is desirable.
  • Excellent proof-reading skills and critical attention to detail.
  • Working knowledge of Microsoft Office, with emphasis on PowerPoint and Excel.

Person Specification

  • You have excellent communication skills, you are articulate, you communicate clearly, concisely and without any jargon.
  • You enjoy working within a team and autonomously on your own initiative.
  • You are personable and good at building and developing client relationships.
  • You are confident and you have a strong belief in yourself and your own ability.
  • You are committed to providing a good client experience and willing to put in extra time and effort when required

Candidates with a disability who meet the minimum criteria for the role will be guaranteed an interview.

Here at Morton Fraser we believe in a positive work life balance and in an inclusive and friendly working environment.

We offer a generous benefits package including:

  • Profit Related Pay
  • Pension Scheme
  • Private Medical Insurance for all employees
  • Holidays starting at 25 days plus 9 public holidays
  • Tax Efficient Car Lease Scheme
  • Cycle to Work Scheme
  • Life Assurance
  • Access to Comprehensive Wellbeing resources
  • Retail Discounts

As signatories of the Armed Forces Covenant, we recognise the value that serving personnel, reservists, veterans and military families bring to our business. Please ensure you include any military skills and qualifications you hold when applying for a vacancy with us to ensure they are recognise during our recruitment and selection process.

 

 
  • Division:
    Private Client
  • Department:
    Family Law
  • Vacancy Type:
    Permanent
  • Location:
    Edinburgh or Glasgow
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