Legal Administrative Assistant

Job Description

Owen Reed is looking to recruit a Practice Executive in Part-Time for 2 days per week in Dispute Resolution to join a top law firm in London. The working arrangement will be one in office, one working from home.Department: Legal PA/SecretarialEmployment Type: Permanent Part-TimePrimary Responsibilities:

• High-Quality Work: Plan and deliver accurate work while efficiently managing deadlines and shifting priorities.
• Document Production: Coordinate and produce precise, compliant documents, correspondence, reports, and presentations—Utilise support services as needed.
• Matter Management: Manage the entire matter life cycle, from file opening to closure/archival. Adhere to conflict processes, manage information barriers, and contribute to legal project management.
• Diary and Travel Management: Proactively manage partner and lawyers’ diaries. Organise appointments, conferences, and meetings, utilising various methods. Coordinate detailed travel arrangements globally.
• Communication: Manage all incoming and outgoing communications, including emails, calls, and correspondence. Ensure consistent, high-quality service to clients and stakeholders.
• Billing Process: Coordinate billing, including liaising with Revenue, editing bills, managing write-offs, and collating bills and narratives. Work with partners and lawyers to meet required targets.
• Business Development: Assist partners and lawyers with business development tasks, including pitch creation and updating client information databases.
• Client Relationship Management: Build and maintain strong client relationships. Proactively maintain accurate client information and support partner and lawyer BD objectives.
• Delegation and Supervision: Delegate administrative tasks to PTAs, ensuring their assistance aligns with firm policies.

Key Performance Indicators:

• Role Model: Seen as a role model to PTAs and other secretaries/PAs, demonstrating technical skills and adherence to firm competencies.
• Organisational Skills: Excellent organisational skills, effective delegation, and satisfaction of assigned partners and lawyers.
• Quality of Work: Produce accurate documents within agreed timeframes. Consistently complete task-based work at a high standard.
• Team Collaboration: Be an effective, helpful, and supportive team member. Collaborate effectively with colleagues and Business Services staff.
• Communication: Have a positive reputation as an excellent communicator among Business Services groups.
• Compliance: Adhere to firm and practice group policies, guidelines, and ways of working.
• Matter Management: Support partners and lawyers in meeting client and firm obligations through effective matter management activities.
• Adaptability: Be open to change and new ways of working. Lead by example and build confidence in others.
• Performance Review: Actively participate in the firm’s annual performance review process, setting professional goals based on the Competency Framework.
• Absence Management: Take ownership and responsibility for any absences, ensuring appropriate handover and communication.

Qualifications, Skills & Experience:

• Typing speed minimum of 55wpm with 98% accuracy.
• Intermediate to Advanced skills in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word).
• Basic skill level with Visio.
• Excellent written and verbal communication skills, with the ability to build effective relationships internally and externally.
• High-level organisational and time management skills, with attention to detail.
• Client and business-focused mindset.
• Strong judgement and problem-solving ability.
• Minimum of four years’ experience as a Secretary/PA in a professional services environment (legal experience desired).

Keyskills :
Document ManagementLegalSecretarialSecretarial SkillsLegal Service