Senior Team PA Management and Beyond Legal

We are recruiting a Senior Team PA to work across our Management and Beyond Legal groups.

Macfarlanes is a pre-eminent law firm that serves a global client base in private capital, private wealth, M&A and disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

Joining Macfarlanes means being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

You will be working with the Senior Partner, and our Beyond Legal group, which consists of 11 specialists across Private Capital Solutions, Accounting Advisory and Valuations and Financial Modelling.

The Senior Team PA will provide an efficient, client focused, professional support service to the Senior Partner and the Beyond Legal group. They need to be proactive, adaptable, dynamic, and confident in their ability to drive change, influence and build relationships. They must also be trusted to maintain discretion and confidentiality at all times.

Key duties and responsibilities:

• provide a high level of tailored support to the Senior Partner and other stakeholders and act as the first point of contact;
• add value by taking a proactive approach to tasks and anticipating potential problems before they arise;
• proactively manage a varied workload, with the ability to prioritise and manage stakeholder expectations in relation to deadlines and status of tasks;
• complex diary and inbox management for the Senior Partner and other stakeholders, and, where necessary, send holding responses and proactively resolve potential clashes when scheduling meetings;
• organise internal and external meetings, ensuring rooms and conference facilities are booked, liaising with attendees, and any required catering and technical equipment is in place, preparation of agendas and collating meetings papers in a timely manner;
• build an understanding of the Senior Partner and other stakeholders’ work pressures, develop knowledge of key clients and priorities, and assist them to meet client and firm demands;
• arrange complex travel bookings, including producing itineraries, obtaining visas, flights, taxis, accommodation, transfers and rental cars;
• understand and lead the end-to-end billing process including time recording for the Senior Partner, generating accurate billing reports, draft bills, disbursements, amending narratives and raising credit notes in a timely manner;
• proactively assist with the collections process including drafting and sending emails to clients for outstanding invoices;
• manage accounts payable (invoices), expenses and disbursements;
• understand the client matter opening process and use our file management system to run conflict searches, open matters, and liaise with the risk team on client due diligence requirements, ensuring all relevant documents are filed electronically, files closed and archived;
• coordinate annual Partner events and processes, and assist on ad-hoc projects as and when required, for example managing bundles, organising and assisting with client functions, seminars, etc;
• manage group and stakeholder contacts and BD activities to ensure they are up to date through our CRM Inter Action;
• accurate document production, utilising document production where appropriate, ensuring that all typing,…