Full job descriptionOwen Reed is looking to recruit an experienced Legal PA to join the Private department of a prestigious law firm.
This is an excellent opportunity for a proactive, highly organised and dependable Legal PA to provide comprehensive administrative and operational support to a group of busy fee earners.
Working as part of the firm’s collaborative Legal Operations team, the successful candidate will deliver a seamless and professional service to lawyers and clients. The role requires exceptional attention to detail, sound judgement and the ability to manage competing priorities within a fast-paced and confidential environment.
Key ResponsibilitiesMatter Management*Support fee earners and Senior Legal PAs throughout the complete client and matter lifecycle.
*Liaise closely with the firm’s client onboarding and compliance teams to ensure all necessary information and documentation is obtained, issued and accurately stored.
*Assist with new matter openings, retainer letters, conflict checks, searches, Customer Due Diligence and Know Your Customer requirements.
*Maintain accurate electronic and hard-copy files in accordance with the firm’s established filing procedures.
*Ensure inactive matters are closed and archived promptly, with client funds returned where appropriate.
Financial Management and Billing*Develop a comprehensive understanding of the firm’s billing procedures and financial systems.
*Assist fee earners and Senior Legal PAs with the preparation of accurate bills and client financial information.
*Ensure matters are established with the correct rates, discounts and billing arrangements.
*Monitor outstanding invoices and liaise with Credit Control when required.
*Assist with the accurate and timely processing of disbursement invoices and payments.
*Support the collection and administration of money on account.
Fee Earner Support*Act as a professional first point of contact for assigned fee earners, handling calls, emails, correspondence and meeting requests with discretion.
*Draft and respond to routine business correspondence on behalf of fee earners when appropriate.
*Provide comprehensive diary management across multiple time zones.
*Arrange internal and external meetings, calls and appointments, following up where necessary.
*Prepare and process expense claims accurately and promptly.
*Provide additional business and administrative support as required.
Travel Management*Coordinate complex domestic and international business travel through the firm’s approved travel provider.
*Prepare clear and detailed travel itineraries.
*Ensure travel expenses are captured, approved and processed in accordance with firm policy.
Business Development*Organise client breakfasts, lunches, dinners and other business development activities.
*Record referrals and contacts accurately within the InterAction CRM system.
*Maintain CRM contact lists and support related business development administration.
Delegation and Coordination*Delegate filing, archiving, scanning, photocopying, courier arrangements and contact updates to the Business Administrators.
*Work closely with the Document Production Unit, delegating document formatting, typing, amendments, house styling and proofreading assignments.
*Liaise effectively with Legal Support Services, the Global Capability Centre and other specialist departments.
*Take ownership of delegated tasks and ensure they are followed through to completion.
Team Support*Contribute to a positive, supportive and cohesive working environment.
*Provide effective cover for Senior Legal PAs and other Legal Operations colleagues when required.
*Work flexibly across Legal Operations teams in response to changing business needs.
*Take full responsibility for managing and prioritising an individual workload.
*Communicate transparently regarding working arrangements and consistently honour commitments to the team.
*Demonstrate a genuine commitment to the firm’s values and its Equity, Diversity and Inclusion strategy.
*Select a relevant focus area or specialism to develop new skills and contribute to the firm’s broader business operations strategy.
Skills and Experience*Previous administrative or PA experience gained within a professional services environment; legal sector experience would be highly advantageous.
*Outstanding organisational and time-management skills, with the ability to manage multiple priorities and respond positively to changing demands.
*Advanced proficiency across Microsoft Office applications and a confident approach to learning new systems and technology.
*Exceptional attention to detail and a proven ability to produce precise, consistently high-quality work under pressure.
*A methodical and process-driven approach, particularly when working within compliance and quality-control frameworks.
*Strong interpersonal skills and the ability to build trusted working relationships with individuals at all levels.
*A collaborative and flexible attitude, with a willingness to support additional fee earners and colleagues when required.
*Excellent written and verbal communication skills, combined with a warm, polished and professional manner.
*A proactive, self-motivated and solutions-focused approach to work.
*The utmost discretion when handling sensitive, personal and confidential information.