Division/Dept: Legal Support

Location: London

Reports to: Director of Legal Support Services

Type/Status: Full time – 35 hours per week

We are seeking an experienced Legal PA to provide high-quality administrative and secretarial support to lawyers handling litigation matters, alongside high-level Executive Assistant support to the London Managing Partner.

The role includes diary management, business development meetings, telephone enquiries, document production, printing, time recording, billing and case and trial preparation.

The successful candidate will demonstrate excellent organisational skills, meticulous attention to detail and discretion. They will be confident working in a fast-paced legal environment, communicating professionally with lawyers, colleagues and clients, and exercising sound judgement.

Duties and Responsibilities

• Prepare correspondence, memoranda and legal documents, including statements of case, skeleton arguments, closing submissions and disclosure lists. Undertake typing, amendments, tracked changes, document comparisons, proofreading, collation and distribution.
• Prepare and organise case files and trial and hearing bundles for court proceedings, client meetings and conferences with counsel.
• Manage Outlook diaries for multiple lawyers, coordinating appointments, court dates and meetings.
• Provide administrative support throughout litigation proceedings, including disclosure and preparation of court documents.
• Support client onboarding and new matter opening, including engagement letters, conflict checks, conflict waivers and matter-opening submissions.
• Record fee-earners’ time entries, liaise on draft bills, update invoice narratives, submit billing information to accounts and arrange for monthly invoices to be sent to clients.
• Process lawyers’ expenses in accordance with the firm’s policies and procedures.
• Provide administrative support across teams and departments, maintaining strict confidentiality concerning firm and client matters.
• Provide reception cover during periods of absence or increased demand.
• Provide high-level Executive Assistant support to the London Managing Partner, anticipating priorities and coordinating day-to-day executive requirements alongside Legal PA duties.
• Proactively manage the Managing Partner’s complex diary, balancing client commitments, leadership responsibilities, internal meetings and business development activities; resolve scheduling conflicts with discretion.
• Act as a key point of contact and trusted liaison for the Managing Partner, handling enquiries, prioritising correspondence and coordinating timely responses with partners, clients and external stakeholders.
• Coordinate London leadership and partner meetings, including agendas, briefing papers, meeting logistics, action lists and discreet follow-up on agreed next steps.
• Arrange client meetings, networking engagements, hospitality and business development events for the Managing Partner, liaising with internal teams and external contacts.
• Prepare and collate executive briefing packs, presentations, correspondence and background materials ahead of significant meetings, visits and engagements.
• Assist the Managing Partner with London office operational initiatives, coordinating with Legal Support, Finance, IT, Marketing and facilities colleagues.
• Monitor key deadlines, delegated actions and follow-up commitments, using initiative to keep activities progressing and flag matters requiring attention.
• Handle sensitive leadership, personnel and commercially confidential information with exceptional discretion, professionalism and sound judgement.

Qualifications & Experience

• At least five years’ experience in a medium-sized or large law firm, supporting a minimum of five lawyers.
• Experience supporting a senior partner, managing partner or other senior executive, with the confidence to manage competing priorities and engage with senior stakeholders, would be advantageous.
• Advanced proficiency in Microsoft Word (2016 or later), including styles, track changes, document comparison, tables of contents and tables of authorities; strong Outlook skills and working knowledge of Excel and PowerPoint.
• Experience of document management systems, such as NetDocuments, and software including Best Authority and Adobe Acrobat Pro/DC would be advantageous.
• Excellent written English, grammar, spelling and proofreading skills.
• Sound knowledge of legal terminology, court procedures and practices.
• Practical understanding of legal billing and invoicing processes.
• Highly organised, dependable and meticulous, with excellent attention to detail.
• Strong client service and interpersonal skills when dealing with clients, partners, associates and colleagues.
• Ability to collaborate effectively and contribute positively to a team.
• An understanding of fundamental e-disclosure principles would be advantageous.
• Broad familiarity with a range of legal practice areas.
• A flexible, proactive and hands-on approach is essential. As the London office is newly established, the role will involve supporting wider business activities, including reception, marketing and IT coordination, as required.