Legal Personal Assistant

Owen Reed is looking to recruit an experienced Legal PA to join the Corporate department of a prestigious law firm.

This is an excellent opportunity for a proactive, polished and highly organised Legal PA to provide comprehensive support to a team of partners and fee earners. The successful candidate will possess exceptional attention to detail, strong commercial awareness and a genuine commitment to delivering outstanding client service.

Purpose of the Role

To provide high-quality, proactive and experienced PA support to a team of partners and fee earners.

Duties and Responsibilities

Financial and Matter Management

• Work collaboratively with all Finance teams to proactively support fee earners’ financial performance, including client billing and reporting, the management of matter balances and working capital.
• Undertake all matter management processes, including applying the correct rates when opening matters, promptly preparing engagement letters and matter specifications, and liaising with the Onboarding team when required.
• Complete conflict checks and Client Due Diligence processes accurately, managing the end-to-end Client Matter Inception process while adhering to firmwide best-practice protocols.
• Ensure all file management processes are completed correctly by identifying matters for closure, confirming bills have been paid, clearing client balances and work in progress, and arranging the archiving of completed files.

Business Development and Client Relationships

• Work closely with the Business Development team to support fee earners with the organisation of and attendance at events and conferences.
• Provide CRM administration and produce and update fee earner CVs.
• Use the Business Development hub and credentials database effectively.
• Assist with bids, tenders and pilots.
• Where an allocated fee earner is a Client Relationship Partner for a Client Universe client, assist the Business Development team with organising and attending core team and relationship meetings.
• Support the organisation of and attendance at client events.
• Assist with compiling regular client reports as required.

Diary, Travel and Meeting Management

• Provide comprehensive diary management, including forward planning and the proactive coordination of travel and meetings.
• Identify diary clashes and resolve them independently where appropriate.
• Research and recommend cost-efficient options for complex travel arrangements.
• Ensure all meeting requirements are identified and actioned.
• Proactively prepare meeting packs, itineraries, meeting rooms and hospitality resources.

Administrative and Document Support

• Utilise the Cube for all administrative tasks, taking full ownership to ensure work is completed and delivered to fee earners accurately and promptly.
• Delegate appropriate assignments to Document Production, including pitch and tender documents, the conversion and amendment of legal documents, and transcripts.
• Demonstrate strong technical competency when supporting fee earners.
• Proactively identify and address knowledge gaps to ensure all elements of the role are fulfilled effectively.

Risk, Compliance and Training

• Adhere to the firm’s risk and compliance policies and procedures.
• Raise any issues or queries promptly with the relevant partner and/or the Risk and Compliance team.
• Complete all compulsory firm training successfully and within the required timescales.
• Complete and return all complaints and claims questionnaires.

Knowledge, Skills and Experience

• Excellent verbal and written communication skills, with an appropriate and effective command of grammar and punctuation.
• A minimum of three years’ experience, or equivalent, gained at an appropriate level within a comparable professional environment.
• A flexible and adaptable approach, with a willingness to respond to changing client needs.
• A high level of competence across the Microsoft Office suite.
• Proven experience of delivering exceptional client service.
• Outstanding attention to detail and experience working within a fast-paced office environment.
• The ability to work effectively and collaboratively as part of a team while also operating confidently and independently.
• A proactive, dependable and solutions-focused approach.
• A strong commitment to exceeding expectations and achieving individual and team goals.