Job Description

Job 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 business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.

With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development - providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.

We have a powerful commitment to diversity, equity and inclusion. We\'re determined to play our part in advancing a workplace where progress is made by harnessing our differences - whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.

Role purpose

To provide a high level of professional, client focused support to the lawyers. The Legal Professional Assistant ("LPA") will deliver proactive administrative support, management of complex tasks and client relationship support to lawyers. To act as gatekeeper of lawyers\' time and resolve conflicts. To liaise with the Working Capital Controllers ("WCC") on deals / matters to ensure timely and accurate billing. It is recognised that the balance of tasks within this job may vary dependent on the role, work and practice area of the lawyers.

The Legal Professional Assistant reports to the Legal Support Supervisor and works closely with him / her with other LPAs as required to ensure that the lawyers benefit from a similarly high quality and responsive support.

Role and responsibilities

General administrative support

Proactive daily management of diary and organisation of the day-to-day schedule of lawyers, to include the identification and resolution of potential issues

Manage lawyers in-box, prioritising and highlighting key communications and responding as appropriate / agreed

Proactive set up and management of meetings and all logistics ensuring lawyers are prepared in advance of meeting with all necessary documentation and details

Co-ordinate travel and prepare itineraries, plan for contingencies and anticipate additional requirements

Manage lawyers expenses

Respond to telephone calls, acting as a filter to manage and control calls

Limited and appropriate printing support (if self service is not an option)

Assist with any projects the lawyers are leading / working on

Attend relevant team or project meetings to coordinate and capture action points

Assist with setting up Compass meetings for associates and mid / end of seat reviews for trainees

Document support

Produce letters, correspondence, reports and legal documentation

Complete urgent document edits for matters

Assist with minor amendments made by a lawyer to knowledge materials

Client support

• Support lawyers in their management of their client relationships, including building relationships with and help with on-boarding new clients
• Instigate and manage matter inception, including engagement and client care letters. Facilitate and encourage comprehensive completion of the matter inception system data requirements
• Build relationships with clients to support excellent client service and be a direct point of contact for the client to facilitate tasks including the setting up of meetings (including virtual where appropriate) and schedule calls

Business development

• Co-ordinate / organise client meetings, partner sponsored client events, and client roadshows, including schedule management, venue and food & beverage bookings, and dispatch, creation of EPiC mailing lists, production of name tags
• Collate and print packs of information for client meetings
• Make amendments and formatting changes to pitch documents
• Maintain / update EPiC/Outlook marketing activity records relating to lawyers
• Ensure EPiC client lists, contact records and relevant partner/counsel CVs are kept up to date and in proper form

Financial

• Back up point of contact for client on billing issues

Awareness of overall WIP and outstanding debts * Arrange and attend monthly working capital call to discuss write offs, billing amounts, deferred WIP, aged debt and matters to close. Ensure matter manager(s) are also invited where applicable

• Follow up actions from monthly working capital call:

Agree format and produce matter fee update / proforma / billing guide
Note down agreed actions from the WCC meeting and follow up/prompt lawyers and matter managers with their assigned actions where applicable. * In between monthly working capital calls, where applicable:

Send all requests on a matter to be billed to WCC

Assign proforma to WCC with instructions and highlighting if priority

Invoicing

Basic checks on invoices from WCC - amount, client details, PO number, payable by, narrative and write offs, outside counsel guidelines (OCG) and e-billing compliance (need for any narrative changes back to relevant TA)

Coordination of any additional supporting documentation required (regulatory or client driven)

Facilitate the matter manager in their responsibility to fully review invoices commercially and substantively and get approval from matter manager that draft can be finalised and request final invoice

Send to partner for approval

Apply signatures to final invoice, save to matter file and email to client Key requirements

• Able to work independently and with minimal supervisio
• Demonstrate a good understanding of the business (the area in which they work), its clients and its work

and flexible to * Well organised and readily able to prioritise and manage own time and workload

• Adaptable and flexible to

• meet the requirements of individual lawyers
• evolve aspects of the role
• be part of a wider team and take on additional share of workload (as needed)
• Is proactive in managing tasks and situations
• Able to problem solve and demonstrate good judgement, willing and confident to challenge when appropriate
• Demonstrate strong attention to detail and produce high quality / accurate work
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership
• Maintain tact and diplomacy, trust and confidentiality
• Demonstrate outstanding communication skills, positioning tone and structure of communication effectively.

Area of expertise

Corporate

Office

Singapore - OUE Bayfront

Working arrangement

Hybrid (combination of office & remote working)

Allen & Overy