We are looking on behalf of our client for a Team Personal Assistant.
Duties include, but are not limited to:
- Coordinate client and matter opening, including KYC checks, compliance documentation, engagement letters and file setup.
- Maintain accurate client and matter records across the Firm’s systems, including file reviews, closures and archiving.
- Liaise with clients, fee earners and support teams to resolve queries and progress outstanding matters.
- Assist with billing, invoice preparation, expense claims, disbursements and payment administration.
- Monitor deadlines, work in progress and outstanding tasks, providing proactive support to fee earners.
- Prepare, format and proofread correspondence, legal documents, presentations and other materials.
- Maintain electronic and paper files, ensuring documents are accurate, organised and up to date.
- Manage calls, emails, diaries, meetings and general correspondence, prioritising urgent requests.
- Organise client meetings, events and occasional business travel.
- Support client relationship management and business development activities.
- Assist with team administration, record keeping and departmental cover as required.
Required:
- Strong recent administrative experience, preferably supporting senior staff within a legal, partnership or professional services environment.
- Sound academic background, with at least five GCSEs at grades A-C or equivalent, including Mathematics and English; relevant administrative/secretarial qualifications, further training or graduate-level education are advantageous.
- Experience of client and matter onboarding, KYC/compliance, billing and financial administration.
- Excellent organisational, time, project and workflow-management skills, able to manage competing priorities, changing demands and urgent requests accurately and to a high standard.
- Strong document-production skills, including drafting, formatting, audio/copy typing, proofreading and quality checking of correspondence, documents, reports, presentations and statistical/graphical information, with sound grammar and attention to detail.
- Proficient in Microsoft Office, particularly Outlook, Word, PowerPoint and Excel, together with financial, practice and document management systems, AI tools and other business systems.
- Professional and client-focused, able to build effective relationships across a wide range of backgrounds and handle confidential information with sensitivity, discretion and sound judgement.
- Proactive and confident using initiative, anticipating requirements, following up actions and escalating issues appropriately.
- Enthusiastic, flexible and service-focused, able to work effectively both independently and as part of a team.
