Job Description
As a Legal PA within our Practice Group Support team, your role is pivotal. You’ll provide confidential, professional, and proactive support to a designated group of stakeholders, requiring confidence, effective communication, and influential skills. Here’s what to expect and the skills we seek:
Role and Key Responsibilities
1. Stakeholder Engagement:
* Conduct regular one-on-one meetings with stakeholders to discuss actions, priorities, expectations, and planning.
* Attend team meetings, stay informed, and contribute effectively.
* Serve as a liaison for internal and external clients, drafting clear and concise responses to correspondence.
* Assist with client queries during stakeholder absences and adopt hybrid working to accommodate needs.
1. Adaptability and Collaboration:
* Demonstrate client service excellence by being responsive to stakeholder requests.
* Support the wider PA team, covering for team members during absences to ensure continued resource.
1. Efficient Mailbox, Diary, and Travel Management:
* Proactively manage mailboxes and diaries, including travel coordination.
* Anticipate future needs and take initiative to resolve conflicts.
1. Meeting Organisation and Coordination:
* Draft agendas and prepare for internal and external meetings.
* Ensure necessary equipment and refreshments are available for both in-person and virtual meetings.
1. Workflow Management and Delegation:
* Own the end-to-end process for stakeholder requests, accountable for their successful completion.
* Delegate tasks effectively across support teams such as billing, finance, and document production.
1. Document and Matter Management:
* Handle urgent, short document tasks and collaborate with the Document Production Team for larger documents.
* Manage the client and matter opening process, including electronic filing and liaising with stakeholders.
1. Financial Administration and Compliance:
* Support financial administration, coordinating with billing and finance teams, and ensuring compliance with policies.
1. Pitch and Presentation Creation:
* Collaborate with the document production team to create impactful pitches and presentations.
1. Marketing and Business Development:
* Support marketing and business development initiatives as needed.
1. Championing Process Improvements:
* Advocate for process changes, influence decisions, and contribute to effective solutions.
1. Efficient Administration:
* Manage electronic filing, records, and expenses using the firm’s software.
1. Technology Utilisation:
* Leverage firm technology for managing, updating, reporting, and research.
* Create and maintain data sites for collaboration and productivity.
1. Event Coordination:
* Coordinate and organise events, create event materials, digital working lists, and ensure smooth communication with attendees.
Skills and Experience
1. Professional Experience:
* Experience in a similar environment, enabling seamless adaptation to a busy setting.
1. Client Service Excellence:
* Dedication to exceeding client expectations through outstanding service.
1. Problem-Solving and Initiative:
* Proactive problem-solving with a dedication to excellence and commitment to strategic goals.
1. Effective Communication:
* Clear and professional communication skills essential for stakeholder and client interaction.
1. Delegation and Ownership:
* Ability to delegate tasks while maintaining ownership of activities.
1. High-Level Support:
* Exceptional PA support for senior stakeholders, including calendar management and meeting organisation.
1. Relationship Building:
* Cultivate strong relationships internally and externally, collaborating effectively.
1. Task Management and Risk Awareness:
* Balance priorities with efficiency, staying alert to risks to meet stakeholder expectations.
1. Flexibility:
* Adapt to evolving work environments with a flexible approach.
1. Microsoft Applications Proficiency:
* Intermediate to advanced skills in Microsoft Outlook, Teams, and Copilot.
1. Team Collaboration:
* Contribute to a positive team environment, supporting colleagues as needed.