Job Requirements
Title Junior Personal Assistant
Role RecruitGibraltar are currently helping our client who is a leading local company and has a great opportunity for a Junior Personal Assistant to help support a more senior PA for a senior member of staff. You will bring some basic experience, a keenness to learn and you will be rewarded with an excellent working environment, generous holidays and pay structure.

Main Duties and Responsibilities:

 Act as a point of contact and liaison for clients and colleagues, building effective working relationships and acting as gatekeeper for fee earners by answering and screening telephone calls politely and professionally, assisting callers, taking accurate messages and redirecting enquiries to other relevant fee-earners where necessary.
 Detailed and proactive email inbox management including checking and summarising e-mails on a daily basis, bringing urgent messages to the attention of fee earners and using initiative to prioritise and escalate requests and action, draft and transcribe replies in order to answer queries, reduce volume and maximise efficiency whilst providing exceptional client service.
 Type correspondence and documents and prepare and send short holding, covering or similar letters on behalf of fee earners when required.
 Assist with client and matter opening and related processes including processing new matter requests, starting electronic filing, applying billing rates, 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 and that all closed matters are archived. Carry out health check and "tidy" of documents and standard templates.
 Manage the diaries of allocated fee earner(s) in Microsoft Outlook to ensure the efficient scheduling of meetings including sending and responding to invitations on behalf of the fee earner, making and rearranging appointments and proactively managing meeting clashes.
 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 (full itinerary, tickets, relevant maps and/or directions, contact numbers, arranging cash, currency, visas). Ensure travel arrangements observe budget.
 Booking client and/or inter-office meetings, arrange conference calls and organise client lunches, dinners, workshops, conferences, seminars and other events including booking restaurants locally and abroad. Book equipment, prepare papers and draft agendas for meetings and take minutes, as required, ensuring accuracy and completeness.
 Undertake audio and copy typing, photocopying, scanning and faxing of documents and
preparation of trial bundles.
 Support fee earners with priority client and business development initiatives including researching information for and preparing animated or graphical client presentations, papers, reports, pitch documentation, invitations, CVs and other client packs or event materials working with the Firms in-house Marketing and Business Development function as required.


Experience:

Previous PA/secretarial experience essential - ideally acquired within a professional services environment.
Must hold at least 5 GCSEs (A-C) or equivalent, to include Mathematics and English and ideally be a graduate
Excellent attention to detail and accuracy.
Superior organisational, time, project and diary management skills and the proven ability to handle multiple priorities and ad-hoc urgent requests without sacrificing quality or accuracy.
Able to successfully form, build, develop and maintain positive and effective working relationships with people from a wide range of personal and professional backgrounds.
Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel and used to working with house-styles and problem documents.
Confident, proactive and able to act proactively on their own initiative to anticipate fee-earner requirements and ensure that these are met.
Committed to the delivery of the highest levels of customer service.

Salary 20k - 22k based on experience
Job Industry Secretarial Reception and PA
Location Gibraltar
Job Status Active
 
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