Owen Reed is looking to recruit an innovative Legal PA Company Commercial to join a top law firm in London.

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.
2. 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.
3. Efficient Mailbox, Diary, and Travel Management:
   • Proactively manage mailboxes and diaries, including travel coordination.
   • Anticipate future needs and take initiative to resolve conflicts.
4. 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.
5. 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.
6. 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.
7. Financial Administration and Compliance:
   • Support financial administration, coordinating with billing and finance teams, and ensuring compliance with policies.
8. Pitch and Presentation Creation:
   • Collaborate with the document production team to create impactful pitches and presentations.
9. Marketing and Business Development:
   • Support marketing and business development initiatives as needed.
10. Championing Process Improvements:
    • Advocate for process changes, influence decisions, and contribute to effective solutions.
11. Efficient Administration:
    • Manage electronic filing, records, and expenses using the firm’s software.
12. Technology Utilisation:
    • Leverage firm technology for managing, updating, reporting, and research.
    • Create and maintain data sites for collaboration and productivity.
13. 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.
2. Client Service Excellence:
   • Dedication to exceeding client expectations through outstanding service.
3. Problem-Solving and Initiative:
   • Proactive problem-solving with a dedication to excellence and commitment to strategic goals.
4. Effective Communication:
   • Clear and professional communication skills essential for stakeholder and client interaction.
5. Delegation and Ownership:
   • Ability to delegate tasks while maintaining ownership of activities.
6. High-Level Support:
   • Exceptional PA support for senior stakeholders, including calendar management and meeting organisation.
7. Relationship Building:
   • Cultivate strong relationships internally and externally, collaborating effectively.
8. Task Management and Risk Awareness:
   • Balance priorities with efficiency, staying alert to risks to meet stakeholder expectations.
9. Flexibility:
   • Adapt to evolving work environments with a flexible approach.
10. Microsoft Applications Proficiency:
    • Intermediate to advanced skills in Microsoft Outlook, Teams, and Copilot.
11. Team Collaboration:
    • Contribute to a positive team environment, supporting colleagues as needed.