Legal PA

Our client is looking for a Legal PA on a maternity contract, playing a pivotal role in delivering high-quality secretarial, administrative and facility support to Partners, Fee Earners and clients. This role involves coordinating projects, managing client relationships, assisting with financial and administrative processes, and contributing to team efforts to continuously improve client service delivery.

The Legal PA will work within the Internal Client Services (ICS) team under the leadership of the Director of ICS and in collaboration with other Client Services professionals. This is a client-facing, service-oriented position requiring strong communication, organisational and technical skills.

Key Responsibilities:

• Distribute and coordinate appropriate support for client projects, ensuring a smooth experience for clients and internal stakeholders.
• Set up processes for client matters in collaboration with Partners, Fee Earners and client contacts.
• Assist with pitches, presentations, events and other business development tasks.
• Identify and implement process improvements to enhance client services and internal workflows.
• Ensure all client-related correspondence is directed to the appropriate Partner or Fee Earner.
• Take an active role in relationship management and client care.
• Maintain accurate client information in the Client Relationship Management (CRM) system (currently InterAction).
• Communicate with external clients independently and based on instructions from Partners and Fee Earners.
• Schedule client meetings and respond to client queries in a timely manner.
• Ensure terms of business are in place when opening new client files and follow up with Fee Earners accordingly.
• Handle internal and external telephone inquiries, ensuring accurate and timely message delivery.
• Liaise with internal Business Resource teams on behalf of Partners and Fee Earners.
• Coordinate planned absences with the Client Services Lead and inform relevant Partners and Fee Earners.
• Assist Partners and Fee Earners in ensuring time recording is up to date and accurately captured.
• Work with the Finance team to manage invoices, expenses, client billing and accounts.
• Process invoices and expenses using the online system (currently Chrome).
• Support the billing and credit control processes, ensuring consistency and efficiency.
• Generate financial and time reports as required.
• Help allocate and monitor the workload of Client Services Administrators, ensuring timely completion of tasks.
• Manage diaries and meetings for Partners and Fee Earners, ensuring seamless scheduling and regular updates.
• Take responsibility for room bookings and meeting coordination, ensuring all logistical needs (attendees, technology, catering) are addressed.
• Arrange travel bookings and communicate relevant details in advance.
• Supervise filing, photocopying, scanning and other document management tasks.
• Open, close and maintain client files according to firm protocols.
• Provide cover for Client Document Executives during busy periods, holidays, or sickness.
• Assist with short dictations, document amendments and updates.
• Conduct conflict searches, file openings and risk assessments.
• Draft letters of engagement and maintain data integrity in firm systems (Outlook, InterAction, 3E).
• Assist with document production and minor amendments.
• Collaborate with other legal teams and Business Resource teams as required.
• Comply with all relevant legal and regulatory obligations, including SRA Standards and Regulations.

Experience and Skills Requirements:

• Experience in a legal or professional services environment is highly desirable.
• Proficiency in using Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Experience using Practice Management systems, such as InterAction and 3E.
• Previous experience in client-facing or customer service roles is advantageous.
• Typing Speed: At least 60 words per minute with accuracy.
• Advanced knowledge and experience with Microsoft Office packages and other legal software.
• Excellent verbal and written communication skills, with a client-centric approach.
• Strong organisational skills with the ability to prioritise tasks effectively.
• High attention to detail, ensuring accuracy in all aspects of work.
• Demonstrates the ability to collaborate effectively within a team.
• Upholds the highest ethical standards and respects diverse perspectives.
• Works inclusively with colleagues, clients and stakeholders.
• Continuously seeks opportunities for personal and professional development.
• Demonstrates a commitment to delivering high-quality service and results.
• Understands the business environment and work with a focus on results.
• Understands the needs and expectations of clients and proactively addresses them.
• Complies with all relevant legal and regulatory obligations, including those set by the Solicitors Regulation Authority (SRA).

If you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.