Executive Assistant (12-month FTC) – Real Estate

Brodies LLP is a prominent UK law firm headquartered in Scotland, that provides expert advice to UK and international clients.

We have the capability and expertise to deliver mandates with global reach, uniting specialist perspectives from across our firm to offer bespoke legal solutions and advice, resulting in impactful outcomes for our clients.

With offices in London, Leeds, and throughout Scotland, we are dedicated to driving innovation in the legal sector, leveraging new technologies and forward-thinking strategies to deliver exceptional value and efficiency for our clients.

Our contract with our people underlines our commitment to fostering a supportive and inclusive work environment, prioritising the wellbeing and development of our colleagues to ensure they thrive both personally and professionally.

We are also deeply committed to making a positive impact in the communities in which we live and work. Through our pro bono work, charitable activities, and initiatives that promote diversity and inclusion, we strive to contribute meaningfully to society.

JOB TITLE

Executive Assistant (12-month FTC) - Real Estate

Based in Edinburgh or Glasgow

REPORTING TO

Practice Support Manager

JOB PURPOSE

To work as part of a team in the provision of executive assistant/administrative support to the Real Estate practice area in the Edinburgh and Glasgow office. To also assist the Real Estate practice area in ensuring the provision of an efficient and high quality service to Brodies external clients.

CORE TASKS

• Diary management - make and amend appointments, arrange meeting rooms, track responses and organise refreshments if required
• Proactive mail box management - ensure documentation copied to client folder (as required), flag important emails and ensure they are dealt with appropriately, check lawyer inbox/voicemail when out of office/in meetings and action important/urgent emails where appropriate
• Responsible for drafting Letters of Engagement
• Must maintain knowledge of current affairs in office and be able to deal with clients and third parties on a day to day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively including calls transferred from reception
• Setting up and maintaining data room sites (inviting all EA's)
• Update contacts and distribution lists in Outlook
• Compile records on an ongoing basis and update/correct when necessary, produce weekly/monthly reports with progress and status of accounts
• File documents in appropriate location both electronically and where appropriate in hard copy;
• Organise opening and closing of files and papers when necessary
• Assist with post-transaction administrative tasks including ordering searches, completing registration forms, testing clauses, monitoring and chasing up landlord signatures, documentation sweeps, preparation of bibles and inventories, extranet management and monitoring accounts for small balances
• Draft fee notes, organise expense claim forms and pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion.
• Complete appropriate cash forms as required and supplying evidence to the Cashroom
• Prepare draft forms, letters and documents for signatures
• Preparation of Docusign for partners
• Assist with billing, attend team meetings, collate and circulate action list, prepare billing letters for legal colleagues to sign off on and maintain responsibility for monthly printouts and liaise with cash room as per client balances on instruction of solicitor
• Collect necessary receipts and information from legal colleagues and create expense form using Concur.
• Complete mail merges when required
• Source travel and accommodation and book through Premier Inn and Corporate Traveller
• Carry out Workshare compare comparisons
• Minute taking where appropriate
• If required type up any PowerPoint presentations as and when required using Brodies formats.
• If required type and amends all client correspondence and legal documents to a high standard; in compliance with Brodies preferred document styling
• Participate in the telephone rota for lunchtime phone cover and provide assistance during holidays/absence
• Provide assistance to other executive assistants in the Real Estate team as required and under the direction of the Senior Executive Assistant
• Undertake ad hoc administrative tasks when necessary under the direction of solicitors

Be aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION

• Should have knowledge and experience of working within a busy Real Estate practice area
• This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
• The ability to use initiative is essential
• Good communication skills and confident in dealing with people at all levels
• A strong team player
• Ability to maintain flexibility regarding tasks and workload
• Presents a professional image to clients and other external organisations at all times
• Seeks out opportunities to provide a more efficient and proactive service to legal colleagues
• The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or after 5pm
• Working practices and executive assistant allocations within the practice area will change from time to time and the successful candidate should have an open and flexible attitude to change.

SKILLS

• Excellent organisational skills
• Ability to multi task and prioritise
• Proficient in the use of Microsoft applications:
• Word - track changes/mail merge
• Outlook - diary management, contacts, tasks
• Excel
• PowerPoint
• Willingness to enhance IT literacy through training (CPD)
• Experience of Elite (preferred but not essential)
• Experience of DMS (preferred but not essential)
• Experience of Bighand (preferred but not essential)
• Experience with social media websites
• Experience of Workshare compare
• Accurate and competent in document production including formatting and presentation