Senior Personal Assistant​/Executive Assistant - FTC

Position: Senior Personal Assistant / Executive Assistant - 12mth FTC
Location: Greater London

Senior Personal Assistant / Executive Assistant – 12mth FTC

Executive Assistant / Senior PA – working in the Executive Team

REPORTING TO: Executive Team. The role will be working closely with two EAs to support the Senior Partner and Managing Partner.

HOURS: 9:30am – 5:30pm, Monday to Friday (working in the office 5 days a week).

Flexible approach to working hours is a must, overtime may be required at busy times.

CONTRACT: This is a fixed-term contract role covering maternity leave (1 year FTC)

General Responsibilities

• File fee earner emails promptly and accurately
• Organise, cross‑check, and scan historical documents, files, and emails using the Document Management System (Lawman/iManage)
• Prepare files for closings, including reviewing Client Account balances and liaising with fee earners and clients as appropriate
• Type, amend, and proofread correspondence and documents, using track changes when required
• Provide extensive diary management support, including coordinating meetings and requesting materials in advance
• Organise detailed travel arrangements and meetings (including overseas), and prepare itineraries
• Manage diaries, including scheduling client meetings, lunches, and conference calls
• Accurately update and maintain fee earners’ client contact lists
• Take and screen incoming calls, handling messages promptly and appropriately
• Prepare and submit expenses for fee earners in a timely manner
• Provide cover and general administrative support within the EA team as needed
• Collaborate closely with other practice group PAs and business support departments (Finance, IT, HR, Facilities)
• Arrange personal appointments as required
• Attend monthly ‘Sports Social’ meetings and prepare agendas.

Client / HOD Related Responsibilities to the Senior Partner

• Initiate and oversee the file matter opening process, including due diligence and liaising with clients regarding ; escalation to the Compliance team when appropriate
• Type dictations of correspondence and legal documents, including proofreading for final review
• Prepare and coordinate accurate monthly billing narratives and client invoices
• Assist with the preparation of bundles, including photocopying, scanning, and binding
• Scheduling appraisals
• Circulating Accounts‑related reports (WIP, disbursements, and client ledger balances)
• Distributing Compliance spot check reports
• Reviewing and approving holiday requests and expenses

Management Related Responsibilities to the Managing Partner

• Prepare agendas and take minutes for the monthly Heads of Departments meetings
• Provide minute‑taking support for management‑related meetings and draft and circulate meeting agendas as required
• Assist with Quarterly Review (QR) meetings:
• Schedule 12 QR meetings each quarter
• Minute 6 of these meetings (the EA to the Managing Partner will minute the other
  6)
• Update the EP area of the intranet with minutes, spreadsheets, and other relevant documents
• Update the firm’s website with staff changes as needed
• Organise staff photo shoots by coordinating with photographers when required
• Create or amend marketing materials, including departmental brochures, one‑pagers, and ad hoc brochures
• Assist with the organisation of firm‑wide seasonal events.
• Provide light‑touch support and advice to other PAs on departmental events (e.g. invitations, badges, catering, setup, and on‑site support if needed)
• Carry out any other duties deemed appropriate for the role

Skills, Experience and Qualifications

• Proven experience as a senior Secretary/PA within a legal environment
• Legal Secretary or other legal qualifications are desirable
• Solid understanding of legal terminology
• Strong English and Maths skills
• Demonstrated ability to act with discretion, maintaining confidentiality at all times
• Consistently produces high‑quality work while managing deadlines effectively
• Takes ownership of tasks and completes them on time without needing reminders
• Excellent typing speed and accuracy; proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience using Document Management Systems such as Lawman or iManage (preferred)
• Strong written and verbal communication skills; confident working with Partners, senior staff, clients and external…