Senior PA and Legal Operations Administrator

Job Description

We have an exciting opportunity to join our AD&S team as a Senior PA and Legal Operations Administrator at our Belfast office.

Role purpose
To provide Peerpoint with effective and high-quality PA support (London based Heads) and global legal operations support. In particular, support with effective diary management; travel arrangements and expenses; communication control (telephone, email and post); preparation of client and consultant contracts; and support on global operations processes (billing, payroll, matter support, process improvement projects).

Role and responsibilities
General PA Duties - PA support, diary management, management of calls, emails and post etc:

• Daily maintenance of diary events and organisation of the day-to-day schedule of London heads, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and expenses.
• Deal/Matter Support - Coordination of file opening, client care, and end of matter details

Contracts Administration - Preparation of client and consultant onboarding paperwork and contracts:

• Preparing first drafts of consultant and client contracts, based on agreed templates in DocuSign CLM and sale information on Salesforce, and in compliance with Peerpoint and A&O policies
• Proofread of all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Administering the contract approvals and the signing processes via DocuSign CLM

Finance - Coordination and preparation of client bills and preparation of consultant payment via payroll or accounts payable:

• Demonstrate an understanding of the end-to-end billing process and financial system
• Own matter support - Coordination of matter set up, file opening, client care, and end of matter details
• Use 3E and Salesforce to view time on matters and prepare client billing
• Monitor Peerpoint lawyer timesheets, review and check invoices, oversee timely completion of accounts payable and payroll records, record and instruct Payroll and Finance teams on payments and salaries.

Business Operations

• Lead on all on-boarding activities including initiating and overseeing pre-hire screens (run by an external agency, Accurate Vero), managing formal communications to candidates and providing support to Peerpoint consultants
• Liaise with relevant Peerpoint teams and other A&O groups (including HR, Finance, IT Systems, and secretarial groups) to ensure smooth onboarding and / or commencement of assignments

Key requirements
The successful candidate will have:

• A high level of numeracy and very strong attention to detail.
• Excellent organisational skills, able to run processes to meet deadlines, prioritise and judge when to escalate.
• Strong written skills, able to draft formal documents (using standard templates and with guidance).
• Show a proactive approach to tasks and situations
• Process minded and confident to work with new technologies and systems, but also with the ability to think on your feet and flex processes and working approaches to adapt to exceptions as they arise.
• An inquisitive mind and enthusiasm for being part of a global growth business, motivated to contribute on different fronts and to grasp opportunities as they arise.
• Maintain tact and diplomacy, trust and confidentiality
• Take responsibility for ensuring personal development and IT skills are maintained and improved

We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, online discounts and lifestyle management services.

We recognise the value of flexible working and embrace hybrid working, allowing our people to work from home up to 40% of their working time. We do, however, remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together.

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

If this role is not of interest we may have another suitable opportunity here for you at A&O Shearman! Visit our careers portal at A&O Shearman Careers and submit your CV to our Talent Network to be notified when the perfect opportunity becomes available.