PA Team Leader

AJ Chambers are assisting a top City Law Firm who are expanding their Business Support team.

They are looking for an experienced Team Leader who will manage a team of EA’s, PA’s and Team Assistants with the Corporate and Finance Sectors.

Key Responsibilities

EA Support

Client Service Delivery: Act as a gatekeeper to the Partners, organising time and tasks for effective management of resources and priorities.

• Proactive Diary Management: Ensure diaries are updated in real time, anticipating travel and accommodation bookings and meeting room requirements.
• Travel Coordination: Coordinate travel arrangements, plan and execute detailed itineraries for international trips, handle associated logistics, prepare bios and agendas, and circulate papers.
• Client Engagement: Assist Partners in managing time effectively by demonstrating awareness of contacts and clients and effectively participating in client care and handling basic client queries.
• Communication Management: Handle client-related and internal calls and manage message taking as appropriate.
• Document Management: Manage work returned by Document Production/Speech Recognition Teams for accuracy and formatting before passing to the relevant Partner/Lawyer.
• Business Development and Marketing: Liaise with Business Development to support marketing activities, including scheduling meetings, organising client events, assisting with pitches, managing directory submissions, and creating LinkedIn posts.
• CRM Database Management: Manage the CRM database, ensuring new prospects, contacts and business development activities are added and shared.
• Training and Guidance: Maintain up-to-date information on client protocols, provide guidance and training, and monitor compliance .
• File Management: Responsible for hard copy and electronic filing, including opening and closing files, monitoring and managing key dates for clients, supervising general filing requirements (including folder mapping), and ensuring compliance procedures are up to date on all files and matters.
• Administrative Support: Serve as the point of contact for administrative requests and manage internal and external communication, including drafting timely responses on behalf of Partners.
• Financial Administration: Assist the Central Finance team with various financial tasks, including client and event billing, credit control, bank payments and transfers, and expense management. Ensure all activities are conducted with precision and in accordance with contractual requirements.
• Project Management: Manage and oversee key projects, ensuring alignment with the Firm's strategic priorities.
• Efficiency Optimisation: Streamline workflows and manage time to enhance productivity.

Management Responsibilities

PerformanceManagement: Conduct regular progress meetings and performance reviews.

• Inductionand Onboarding: Ensure smooth induction of new team members, supporting understanding of HR, department, and client-specific policies.
• Training and Development: Mentor and coach team members, identifying training opportunities, and use constructive feedback.
• Pastoral Care and Wellbeing: Ensure the wellbeing of the Service Team through effective pastoral care.
• ResourceManagement: Manage resource allocation fairly, especially during absences.
• Client Service Delivery: Balance Service Team activities while maintaining close liaison with Head of Practice Support.
• Internal and External Relationship Development: Develop relationships and manage services around agreed SLAs/KPIs.
• StatisticalReporting: Maintain statistics for SLAs/KPIs report monitoring.
• Issue Resolution: Resolve workflow, resource availability, and service delivery issues.
• Complianceand Policy Adherence: Ensure full compliance with policies and procedures.
• ContinuousImprovement: Work with the Head of Practice and other Service Leaders to improve legal support services.

Skills and Attributes

• Able to lead, motivate, and develop people.
• Resilient and influential under pressure.
• Ability to foster excellent working relationships at all levels and to navigate team nuances.
• High emotional intelligence to foster an inclusive environment.
• Proven ability to manage projects and resources effectively.
• Client service-focused with strong interpersonal skills and attention to detail and accuracy in all internal and external client communications and deliverables.
• Effective in handling and maintaining the highest level of confidentiality with sensitive information.
• Exceptional organisational skills, optimising and managing workflows effectively.
• Capable of making decisions in the absence of the Head of Practice.

The role will offer a highly competitive salary, benefits package and hybrid working.

For further information please contact Jess at AJ Chambers.