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PA
PA to Infrastructure (Projects) – Edinburgh
Shepherd and Wedderburn are currently recruiting for a Paralegal/Administrative Assistant to join their Infrastructure (Projects) team based at their Edinburgh office.
About the Role
The successful candidate will provide effective and efficient PA, administrative and secretarial support to the fee earners within the team, overseeing a variety of operational tasks to ensure seamless delivery of client services.
Key Duties
Document & Correspondence Production
- Accurately produce correspondence, documentation (including mail slips, forms, couriers, etc.), and presentations using relevant software such as Microsoft Word, Excel, PDF/Adobe, PowerPoint, and dictation tools.
- Liaise with Word Processing (WP) on document creation while being capable of independently drafting and editing large documents.
Client & Matter Management
- Handle client and matter opening/closing in line with firm procedures, including:
- Liaising with Finance and AML (Anti-Money Laundering) teams
- Conducting and recording conflict checks
- Producing letters of engagement
Diary & Meeting Support
- Manage weekly, monthly, and annual diaries by checking advance commitments and responding to availability inquiries.
- Coordinate room bookings, catering, and IT support, as well as communicate with meeting attendees.
- Attend team meetings, take minutes, and assist in ensuring fee earners’ commitments are actioned promptly.
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Financial & Billing Processes
- Perform Active Matter reviews to support regular invoicing and payment activities.
- Generate and distribute month-end invoices (and ad hoc invoicing as required), populating necessary client fee portal details.
- Resolve invoice-related queries, including purchase order requests where applicable.
Logistics & Client Relations
- Handle administrative logistics, including:
- Organising and assisting with photocopying, binding, and printing
- Processing filing, scanning, and document storage (on-site and off-site)
- Manage client and contact information, inducting updates into the CMS/Marketing database.
- Support travel and hotel arrangements, including itinerary planning, diary updates, and expense processing.
- Handle client queries and redirect as necessary.
Firm-Wide Collaboration
- Monitor FlowMatrix for fee earners daily, ensuring strict adherence to document distribution, saving, and naming protocols.
- Maintain team paper storage systems.
- Liaise with internal support teams, including Finance, Facilities, Reception, Marketing & Communications, and IT.
- Provide cross-departmental PA support for other divisions/offices as required (where needed).
Candidate Profile
Essential Requirements
- Proven experience as a administrative assistant, PA, or executive assistant.
- Strong organisational skills with an eye for attention to detail.
- Adaptability to fast-paced, client-facing legal environments.
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Desirable (Legal Sector Preference)
- Legal sector-specific administrative experience is highly beneficial.
Key Technical & Business Competencies
Technical Proficiency
- Demonstrates legal knowledge awareness and seeks guidance when encountering issues beyond expertise.
- Proactively researches to acquire necessary information for task completion.
- Orients responses to client needs with clear, concise, and professional recommendations.
- Develops or maintains spoken/written advocacy skills through mentorship and learning.
Business Operation Skills
- Collaborates as part of a directed team to meet objectives within time and budget constraints.
- Ensures outdated client/colleague communications are updated with latest developments.
- Adheres to all firm policies and financial procedures, including regulatory compliance.
- Process improvement mindset with an ability to optimise working methods.
- Demonstrates effective preparation for guidance-driven meetings.
- Utilises firm-specific information systems while maintaining full regulatory compliance.
Contribution Lifecycle Goals
- Understands and contributes to the team’s operational direction.
- Aligns efforts with firmwide foundational objectives.
- Engages in development-enhancing activities, including practice-specific events.
- Participates in estate-building exercises that arouse internal efficiency gains.
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Skills
Organization Skills
Attention To Detail
Administrative Support
Secretarial Support
Diary Management
Email Management
Client Liaison
Document Production
Invoice Management
Travel Planning
Team Collaboration
Legal Knowledge
Communication Skills
Problem Solving
Time Management
Filing