Document & Correspondence Management
- Producing, formatting and proofreading correspondence, legal documents and other materials, ensuring accuracy and attention to detail.
- Checking that documents are complete and that any required enclosures or attachments are included before submission to fee earners for review and signature.
- Monitoring and managing emails on behalf of fee earners during periods of absence, ensuring correspondence is appropriately filed and actioned.
File Management
- Managing the opening and closing of client and matter files, ensuring electronic filing systems are accurate, organised and maintained in accordance with firm procedures.
- Ensuring drafts of pleadings and other legal documents are correctly filed on both electronic and paper files where required.
- Maintaining well-organised matter files, including the creation and management of dedicated pleadings and other specialist files.
- Supporting Partners with WIP meetings and billing processes, including raising bills and ensuring issued bills are distributed within required timescales.
Archiving & Matter Closure
- Supporting the closure of matters and preparing files for off-site archiving.
- Checking account balances and identifying any outstanding time or disbursements, liaising with Accounts regarding write-offs or preparation of final bills.
- Ensuring original client documents are returned appropriately and hardcopy documentation is prepared for archiving.
- Ensuring electronic files are accurately archived in accordance with firm procedures.
Diary Management
- Proactively managing electronic diaries for fee earners, including scheduling and coordinating appointments.
- Identifying potential diary conflicts and resolving issues appropriately.
- Ensuring fee earners are fully briefed on their daily commitments and upcoming appointments.
Travel & Meeting Coordination
- Coordinating domestic and international travel arrangements with fee earners.
- Liaising with relevant internal teams to arrange flights, trains, accommodation and other travel requirements.
- Preparing clear and comprehensive travel itineraries.
- Organising internal and external meetings, including coordinating attendees and confirming arrangements where appropriate.
- Booking meeting rooms and boardrooms, arranging refreshments and catering as required.
- Ensuring all meetings are accurately recorded in the fee earner’s diary.
General Responsibilities
- Maintaining the highest levels of confidentiality when dealing with sensitive client, professional and personal information.
- Providing additional support to members of the PA team within the practice group and across the wider firm as required.
- Working collaboratively with colleagues to ensure the smooth and efficient running of the team.
- Undertaking additional ad hoc administrative duties and projects as required.
The successful candidate will ideally have:
- Previous experience working as a Legal PA, Legal Secretary or Executive Assistant within a law firm or other professional services environment.
- Experience supporting Partners or senior fee earners within a busy legal environment.
- Previous experience of legal billing and WIP processes would be highly advantageous.
- Excellent IT skills, including fast and accurate typing and audio-typing.
- Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
- Experience using a Client Relationship Management (CRM) system.
- A professional and confident telephone manner, with the ability to take accurate messages and communicate information effectively.
- Excellent diary management and organisational skills.
- Outstanding attention to detail and a high level of accuracy.
- Excellent written and verbal communication skills.
- The ability to prioritise effectively and manage multiple deadlines in a fast-paced environment.
- A flexible and adaptable approach, with the ability to respond positively to changing priorities.
- The confidence to work independently while also contributing effectively as part of a wider PA and support team.
- A strong sense of professionalism, discretion and confidentiality.
The Ideal Candidate
We are looking for someone who is proactive, polished and commercially aware, with the confidence to operate in a demanding international law firm environment.
You will be highly organised, solution-focused and able to anticipate the needs of the fee earners you support. The ability to build strong working relationships, use initiative and maintain a consistently high standard of work is essential.
This is an excellent opportunity for an experienced Legal PA looking to develop their career within a leading international law firm and highly professional working environment.
