Legal PA to London Office Managing Partner - Real Estate

Leading US Law firm based in the heart of the City.

The successful candidate will be expected to be in the office four days a week, Monday to Thursday.

Responsibilities

• Plan, prioritise and take ownership of a varied workload, anticipating requirements and ensuring deadlines and commitments are met.
• Manage and prioritise work on a daily basis, escalating competing demands where appropriate.
• Maintain paper and electronic files and administrative records in accordance with firm procedures.
• Coordinate regular diary and workload reviews and maintain a clear understanding of key clients, internal priorities and practice commitments.
• Comply with all internal policies, procedures and processes and keep technical skills current.
• Produce, amend, format and proofread correspondence, documents and presentation materials accurately and to a high standard.
• Proactively manage diaries, appointments and priorities, resolving conflicts and responding effectively to changes.
• Arrange meetings and related logistics, including rooms, virtual facilities, agendas, papers, catering, access requirements and follow-up actions.
• Ensure the Office Managing Partner is prepared for commitments by providing relevant papers, background information, itineraries and timely reminders.
• Arrange domestic and international travel, accommodation and ground transport, taking account of traveller preferences and relevant documentation requirements.
• Maintain appropriate travel records and support timely renewal or update processes where required.
• Assist with time recording, billing, work in progress, expenses and accounts-related administration, liaising with relevant teams and clients as appropriate.
• Maintain accurate information in the firm's document, matter, client and business development systems.
• Support matter opening and administration, including new matter documentation, filing, archiving, file closure and transfers.
• Handle printing, copying, scanning and the secure management of confidential documents.
• Assist with internal and external client queries promptly, professionally and with discretion.
• Develop a sound understanding of the Office Managing Partner's practice, clients, priorities, working preferences and objectives.
• Provide administrative and logistical support for business development activity, client engagement, conferences, seminars, visits and events.
• Coordinate invitations, guest lists, responses, approvals, attendance information, venues, travel and supporting materials.
• Liaise with Business Development, Marketing and other internal teams, as well as external contacts, to support the effective delivery of activities.
• Build effective and professional working relationships with the Office Managing Partner, partners, colleagues, clients and external stakeholders.
• Act as a professional first point of contact, handling queries, messages and correspondence promptly and appropriately.
• Arrange regular catch-ups with the Office Managing Partner to review diaries, commitments, priorities and forthcoming requirements.
• Maintain confidentiality, exercise sound judgement and escalate concerns at the appropriate level.
• Provide proactive, accurate and timely support, taking responsibility for completion and follow-up.
• Anticipate requirements, identify potential issues and take appropriate steps to resolve them.
• Attend meetings, take notes or minutes and monitor agreed actions where required.
• Provide a consistently high standard of client-focused support and represent the Office Managing Partner and the firm professionally.
• Work collaboratively across the Real Estate department and wider firm, providing cover and support where required to meet business needs.
• Support visiting senior colleagues and international delegations by coordinating meetings, presentations, itineraries and office arrangements.
• Contribute ideas and practical improvements to working practices, processes and service delivery.
• Build constructive relationships with relevant internal teams and external contacts.
• Experience of providing high-level secretarial or executive support, ideally within a professional services or partnership environment.
• Experience supporting senior or high-profile individuals and managing complex, changing priorities.
• Experience within a legal environment is desirable; knowledge of Real Estate work would be advantageous but is not essential.

Personal Attributes

• Proactive, flexible and highly organised, with the initiative to anticipate needs and solve problems.
• Excellent attention to detail and a commitment to checking the accuracy of own work.
• Clear and confident communication skills, with the ability to build relationships and interact professionally at all levels.
• Calm and dependable under pressure, with the ability to re prioritise effectively and meet strict deadlines.
• A collaborative team player who willingly supports others and contributes to continuous improvement.

The salary range will include an allowance for the duration of the support of the Office Managing Partner which is typically 4 years !