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The Supervisor will combine hands-on PA support with leadership responsibilities, overseeing both teams while delivering exceptional administrative assistance. The role will involve managing a variety of administrative tasks, ensuring smooth operations, and providing leadership to the teams.
Administrative Support:
Provide seamless PA support across multiple practice areas, ensuring flexibility during absences, peak workloads, and overflow situations to maintain service continuity.
Manage diaries, schedule meetings, arrange travel, and handle appointments for multiple fee earners across different practice areas.
Prepare customized travel and business development packs for trips, ensuring all relevant client and trip-specific details are included.
Produce and revise high-quality documents based on digital dictation or handwritten drafts, adhering to the organization’s house style.
Assist with billing processes from start to finish, ensuring accuracy and timely completion.
Compile business development materials for client meetings, including research, bios, and company information.
Enter and track business development data using the organization’s CRM system.
Organize and maintain electronic and paper filing systems, ensuring proper filing of documents.
Perform general administrative tasks such as printing, photocopying, scanning, and posting, ensuring efficiency and high standards.
Assist with ad hoc requests from partners, associates, and other team members as needed.
Leadership & Team Management:
Lead and coordinate the activities of the teams, ensuring consistent high-quality service and support.
Monitor team workloads and task allocation to ensure a balanced and efficient distribution of work.
Oversee team capacity and proactively manage resources to meet business needs.
Provide regular feedback, coaching, and support for the development of team members, fostering a culture of continuous improvement.
Act as a liaison between support teams and legal teams, ensuring clear communication of expectations and priorities.
Identify and implement opportunities to streamline processes, improve efficiency, and enhance collaboration between teams.
Prepare workflow and capacity reports for management as required.
Address issues or resource challenges promptly to maintain service quality and continuity.
At least 7 years of experience as a Legal PA/Secretary, with experience across multiple practice areas preferred.
Proven experience in workflow management and team leadership.
Advanced proficiency in MS Word, Outlook, Excel, and PowerPoint.
Familiarity with document management, billing, and digital dictation systems.
Strong organizational and prioritization skills, with the ability to manage multiple tasks simultaneously.
Excellent communication and interpersonal skills, with a collaborative, proactive approach.
Ability to handle sensitive information with discretion and professionalism.
Adaptable, flexible, and eager to contribute to a high-performing team.
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