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Ince Gordon Dadds Emergency Response +442072836999

Personal Assistant

Job title: Personal Assistant

Reporting to: Director of Trademarks

Based: Charles Street, Cardiff

Flexibility:  Occasional travel to other UK offices

Contract Type: Permanent, Full-Time

Hours: 37.5 hours between Monday – Friday, 9-5.30pm with a one hour unpaid lunch.

As well as providing first class legal services, Ince also offers a wealth of professional services and advice to clients including accounting, financial services, consulting, and pension advice.

An exciting opportunity has arisen to join Ince as a Personal Assistant in our Charles Street office to provide support to our Director of Trademarks and the wider team.

Duties to include:

  • High-level of diary management and secretarial support;
  • Completing client CDD, file opening, filing;
  • Keeping databases up to date, drafting template letters;
  • Prepare and collate meeting papers and documents in advance;
  • Extensive liaison with internal and external contacts;
  • Co-ordinate/organise internal and external meetings; booking meeting rooms, arranging telephone conference calls and presentations;
  • Responsible for assisting with day to day duties within the team;
  • Screen telephone calls, resolve queries and take messages as appropriate;
  • Organise travel arrangements (including rail, air, taxi and hotels);
  • Draw up step-by-step itineraries including maps, travel times, local taxi numbers etc. for directors, team heads and/or any managers they are travelling with;
  • Printing and binding presentations as required;
  • Minute taking, copy typing and amendments of all correspondence (including minutes, internal and external meeting notes, spreadsheets, faxes, letters, memos, reports etc;
  • General and routine office duties (sort and distribute post, maintain attendance schedule, photocopying, faxing, shredding, archiving, order stationery, client mailings etc.)

Person Specification:

  • Extensive experience of diary management
  • The ability to demonstrate the ongoing use of initiative
  • Advanced level in Word, Excel, PowerPoint and Outlook
  • Exceptional spelling, punctuation and grammar
  • Proven ability to multi task
  • Experience working within a legal environment is essential
  • Previous experience working in an IP/trade mark team is desirable
  • Previous experience in a busy conveyancing or volume personal injury practice with a high number and turnover of files is desirable
  • Proven ability to prioritise and manage a varied workload
  • Well presented, professional and articulate.
  • Strong communication skills, both verbal and written with excellent interpersonal skills
  • Ability communicate professionally and respectfully with all you interact with
  • Able to demonstrate experience liaising pro-actively with third parties professionally
  • Excellent time management, organisational and administrative skills
  • Team player but self-motivated and able to work autonomously and pro-actively through remote management

Please be aware that this role is only open to direct applications and any speculative applications from agencies will not be accepted.

Appointment is subject to the appropriate basic disclosure/DBS checks, and satisfactory references.

To apply for this role please send your CV here quoting the role and location you’re applying for.