Office Assistant

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.

Department purpose

The nature of Allen & Overy’s work is increasingly advanced and multi-jurisdictional. Advanced Delivery Legal (ADL) plays an increasing role in managing and delivering important elements of major litigation cases and transactions. Lawyers working in ADL Belfast apply their knowledge of the law and legal procedures to support Allen & Overy teams around the world.

Role purpose

To provide a consistently high standard of administrative support to the Legal Professionals and Associates in Advanced Delivery Legal, ensuring that all tasks are completed in an efficient and timely manner to enable the smooth running of the team's support function. In particular, support with all matters with regard to finance; business development, travel arrangements and preparation of complex and often confidential documents and presentations.

Key relationships

• Head of ADL
• ADL Management Team
• Legal Professionals
• Other support functions; IT, Business Services and BD

Role and responsibilities

This role is aimed at talented graduates interested in using their knowledge to support Associates and Legal Professionals working on a wide range of legal matters. They will have a keen eye for detail, be highly motivated and possess strong organisational skills.

Communication and behaviours

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
• Exhibit strong professional communication skills, both oral and written
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Ensure familiarity and compliance with A&O standard operating procedures and any group-specific procedures
• Keep appropriate individuals updated with regard to your whereabouts.

General PA duties – PA support, diary management, management of calls and post etc.

• Maintenance of diary events and organisation of the day-to-day schedule of fee earners
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary documentation
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels and car transfers
• Preparation of holiday/absence trackers

Document Support – Preparation of client documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation
• 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.

Finance – Coordination and preparation of all expense claims/finance reports

• 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
• Prepare fee reports on matters/follow up with Finance team
• Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary

Business Development

• Work on client pitches, liaison with Business Development, Creative Services and Printroom for timely production of documentation
• Coordinate/organise client and office events and ensure all details, post-event, are followed up
• Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com.

Key requirements

• Strong administrative and organisational skills and a keen attention to detail;
• Strong communication skills both formal and informal and willingness to collaborate with others;
• Ability to work flexibly, on own initiative and as part of a team;
• Showing initiative and having a desire to get the job done;
• Ability to adapt with flexibility to handle multiple tasks simultaneously in an environment with shifting priorities, under pressure;
• Ability to work as part of a team, both within Belfast and remotely with colleagues from London and elsewhere across a wide range of levels, responsibilities and offices.