Legal Pa - Johannesburg, South Africa - Allen & Overy

Allen & Overy
Allen & Overy
Verified Company
Johannesburg, South Africa

4 weeks ago

Thabo Mthembu

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Thabo Mthembu

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Description
Allen & Overy is a leading global law firm operating in over thirty countries.

We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive.

The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work.


  • Our culture is one of highperformance and we have high expectations of one another, in everything we do. Being a proud team player is essential. We work together, listen and learn from one another and achieve results we could never achieve on our own. When you join our team, you'll become part of a flexible, inclusive environment underpinned by openness and consistent support for one another. At A&O, you're not only valued for what you do, but for who you are.
    Role purpose
To provide fee earners with effective high-quality Personal Assistant support that appropriately meets their-
Role and responsibilities

General Personal Assistant Duties

  • Daily maintenance of diary events and organisation of the daytoday schedule of fee earners, 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 fee earners to ensure that they attend meetings on time and with the appropriate

documents/presentations- Respond to telephone calls in a professional manner, acting as a filter to manage and control calls

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 preparation of itineraries etc- Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner

absences- Liaison with fee earners with regard to updating training records with CPO points


Document Support -Preparation of client documentation and correspondence

  • Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if
applicable- Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard

  • Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
  • Ensure that fee earners have papers and adequate preparation time for meetings
  • Take minutes at meetings and produce/maintain action lists where appropriate

Deal/Matter Support -Coordination of file opening, client care, and end of matter details

  • Complete Matter Inception process
  • Complete Omnia virtual file setup and file and scan all awaiting documents
  • Keep track of all deadlines and remind fee earners of timelines at regular update meetings
  • Carry out health check and "tidy" of documents or SFP templates
  • Complete postdeal/matter activities including maintenance of paper files, bibling and closing matter as agreed with Matter Manager
  • Liaise with Professional Support Lawyer regarding knowhow collation and submission, if required

Finance - Coordination and preparation of invoices and all expense claims

  • Demonstrate an understanding of the endtoend billing process and financial system
  • Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies,
ensuring cross-check against Corporate Amex expenditure if appropriate- Carry out mobile phone reallocation and reclaim process

  • Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
  • Chase missing timesheets
  • Attend WIP meeting (if appropriate) and liaise with billing team to ensure any writeoffs are actioned before production of all relevant documentation
  • Edit time narratives within 3E
  • Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
  • Ensure copy of final bill is correctly filed

Business Development

  • Work on client pitches, to include awareness of date for submission to client; liaison with Business
Development, Creative Services and Print room for timely production of documentation- Coordinate/organise client events and ensure all details, post-event, are followed up

  • Undertake research on clients or potential clients, including putting together briefing packs as and when
required- Demonstrate knowledge of business development materials to provide to fee earners when attending

meetings- Maintain/update EPiC experience records and events calendar; liaise with lee earners and Business


Development to ensure all information is collated- Monitor contact with key clients and prompt for a call, lunch, or meeting.

Advise partner of ke
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