Full job descriptionOwen Reed is looking for a proactive and highly organised German-speaking Legal Practice Assistant to provide administrative, organisational and practice support to partners, associates and other fee earners within a busy law firm.
The successful candidate will have strong legal administrative experience, excellent attention to detail and the confidence to support senior stakeholders. You will be calm under pressure, client-focused and discreet, with the ability to take ownership of your work and contribute positively to a collaborative team.
Key Responsibilities
*Provide proactive day-to-day administrative, organisational and practice support to partners, associates and other fee earners.
*Manage complex diaries, meetings, calls, deadlines and reminders, anticipating requirements and following up as needed.
*Coordinate meetings across multiple time zones, including with US and international offices, arranging attendance, dial-in details and related logistics.
*Arrange domestic and international travel, accommodation, itineraries, meeting rooms, catering and associated arrangements.
*Prepare, format, proofread and amend legal documents, correspondence, presentations, reports and other materials using firm templates, Litera and house style to ensure accuracy and consistency.
*Support legal document and matter-related tasks, including mark-ups, redlining, comparisons, PDF conversion, bundling, indexing and electronic filing, coordinating with the Atlanta Resource Centre where appropriate.
*Liaise professionally with clients, counsel, courts, external advisers, vendors and internal stakeholders, handling calls, emails and queries promptly and with a client-focused approach.
*Maintain the highest standards of discretion, integrity and honesty when handling confidential client, matter, personnel and business information.
*Assist with opening, maintaining and closing client and matter files in accordance with firm procedures, including conflict checks, engagement letters, client onboarding and matter maintenance.
*Maintain electronic and physical files, ensuring correspondence, documents and matter materials are filed accurately and promptly.
*Assist with time-entry reminders, corrections and follow-up, ensuring relevant deadlines and processes are met.
*Support business development activity, including pitches, client presentations, directory submissions, events and practice group initiatives.
*Coordinate with business services teams, including the Atlanta Resource Centre, finance, marketing, IT, HR, reception and office services, to deliver efficient and high-quality support.
*Work collaboratively with other Legal Practice Assistants, junior LPAs and team assistants, providing cover and supporting colleagues during busy periods.
*Manage competing priorities, uphold high professional standards and escalate capacity issues or conflicting deadlines appropriately.
*Use firm systems accurately, including document management, time recording, expenses, finance and workflow systems.
*Follow firm policies and procedures relating to confidentiality, data protection, information security, file management, billing and client service.
*Undertake other related administrative tasks as required.
*Demonstrate professional behaviour appropriate to an SRA-regulated environment, adhering to SRA regulations and standards and maintaining integrity, confidentiality and compliance throughout your work.
Skills & Experience
*Strong German language skills are essential for this German-speaking role.
*Previous legal administrative support experience within a law firm or professional services environment.
*Strong organisational skills and the ability to manage multiple deadlines, competing priorities and changing demands.
*Excellent attention to detail and accuracy, producing consistently high-quality work to exacting standards.
*A professional, calm and client-focused communication style, both written and verbal.
*The ability to prioritise effectively, use initiative, anticipate needs and work proactively with minimal supervision.
*Confidence supporting partners, associates and senior stakeholders in a demanding environment.
*Strong teamwork, flexibility and a willingness to provide cover and support to colleagues.
*Absolute discretion, sound judgement, reliability and integrity when handling confidential or sensitive information.
*Resilience and the ability to work at pace while maintaining professionalism and accuracy.
*Strong technical skills, particularly in Microsoft Word, Outlook, Excel, PowerPoint, document management systems and time recording systems.
*Experience using Litera and applying firm house styles is desirable.