Legal PA - Private

Owen Reed Ltd; Greater London; On-site; GBP 32,000 - 42,000; Full time

Job summary

Owen Reed Ltd in London seeks an experienced Legal PA to provide comprehensive administrative and operational support to a group of busy fee earners within the Private department.

You will deliver a seamless, professional service to lawyers and clients with exceptional attention to detail and the ability to manage competing priorities in a confidential environment.

Qualifications

• Experience as an administrator or PA in a professional services environment; legal sector experience would be advantageous.
• Outstanding organisational and time-management skills; ability to manage multiple priorities and adapt to changing demands.
• Advanced proficiency with Microsoft Office and aptitude for learning new systems and technology.
• Excellent attention to detail with a proven ability to produce precise, high-quality work under pressure.
• Methodical, process-driven approach within compliance and quality-control environments.
• Strong interpersonal skills and ability to build trusted relationships at all levels.
• Collaborative and flexible attitude; willing to support additional fee earners and colleagues.

Responsibilities

• Support fee earners and Senior Legal PAs throughout the client and matter lifecycle.
• Liaise with client onboarding and compliance to obtain, issue and store information and documents.
• Assist with new matter openings, retainer letters, conflict checks, searches and Know Your Customer requirements.
• Maintain accurate electronic and hard-copy files in accordance with filing procedures.
• Ensure inactive matters are closed and archived with client funds returned where appropriate.
• Assist with billing and financial information, ensuring correct rates, discounts and billing arrangements.
• Provide diary management across multiple time zones; arrange meetings, calls and appointments.
• Coordinate complex domestic and international travel and prepare itineraries.
• Record referrals and maintain CRM contacts for business development.

Skills

Organisation

Attention to detail

Communication skills

Time management

Discretion

Tools

InterAction CRM

Microsoft Office

Job description

Owen Reed is looking to recruit an experienced Legal PA to join the Private department of a prestigious law firm.

This is an excellent opportunity for a proactive, highly organised and dependable Legal PA to provide comprehensive administrative and operational support to a group of busy fee earners.

Working as part of the firm’s collaborative Legal Operations team, the successful candidate will deliver a seamless and professional service to lawyers and clients. The role requires exceptional attention to detail, sound judgement and the ability to manage competing priorities within a fast-paced and confidential environment.

Key Responsibilities

Matter Management

• Support fee earners and Senior Legal PAs throughout the complete client and matter lifecycle.
• Liaise closely with the firm’s client onboarding and compliance teams to ensure all necessary information and documentation is obtained, issued and accurately stored.
• Assist with new matter openings, retainer letters, conflict checks, searches, Customer Due Diligence and Know Your Customer requirements.
• Maintain accurate electronic and hard-copy files in accordance with the firm’s established filing procedures.
• Ensure inactive matters are closed and archived promptly, with client funds returned where appropriate.

Financial Management and Billing

• Develop a comprehensive understanding of the firm’s billing procedures and financial systems.
• Assist fee earners and Senior Legal PAs with the preparation of accurate bills and client financial information.
• Ensure matters are established with the correct rates, discounts and billing arrangements.
• Monitor outstanding invoices and liaise with Credit Control when required.
• Assist with the accurate and timely processing of disbursement invoices and payments.
• Support the collection and administration of money on account.

Fee Earner Support

• Act as a professional first point of contact for assigned fee earners, handling calls, emails, correspondence and meeting requests with discretion.
• Draft and respond to routine business correspondence on behalf of fee earners when appropriate.
• Provide comprehensive diary management across multiple time zones.
• Arrange internal and external meetings, calls and appointments, following up where necessary.
• Prepare and process expense claims accurately and promptly.
• Provide additional business and administrative support as required.

Travel Management

• Coordinate complex domestic and international business travel through the firm’s approved travel provider.
• Prepare clear and detailed travel itineraries.
• Ensure travel expenses are captured, approved and processed in accordance with firm policy.

Business Development

• Organise client breakfasts, lunches, dinners and other business development activities.
• Record referrals and contacts accurately within the InterAction CRM system.
• Maintain CRM contact lists and support related business development administration.

Delegation and Coordination

• Delegate filing, archiving, scanning, photocopying, courier arrangements and contact updates to the Business Administrators.
• Work closely with the Document Production Unit, delegating document formatting, typing, amendments, house styling and proofreading assignments.
• Liaise effectively with Legal Support Services, the Global Capability Centre and other specialist departments.
• Take ownership of delegated tasks and ensure they are followed through to completion.

Team Support

• Contribute to a positive, supportive and cohesive working environment.
• Provide effective cover for Senior Legal PAs and other Legal Operations colleagues when required.
• Work flexibly across Legal Operations teams in response to changing business needs.
• Take full responsibility for managing and prioritising an individual workload.
• Communicate transparently regarding working arrangements and consistently honour commitments to the team.
• Demonstrate a genuine commitment to the firm’s values and its Equity, Diversity and Inclusion strategy.
• Select a relevant focus area or specialism to develop new skills and contribute to the firm’s broader business operations strategy.

Skills and Experience

• Previous administrative or PA experience gained within a professional services environment; legal sector experience would be highly advantageous.
• Outstanding organisational and time-management skills, with the ability to manage multiple priorities and respond positively to changing demands.
• Advanced proficiency across Microsoft Office applications and a confident approach to learning new systems and technology.
• Exceptional attention to detail and a proven ability to produce precise, consistently high-quality work under pressure.
• A methodical and process-driven approach, particularly when working within compliance and quality-control frameworks.
• Strong interpersonal skills and the ability to build trusted working relationships with individuals at all levels.
• A collaborative and flexible attitude, with a willingness to support additional fee earners and colleagues when required.
• Excellent written and verbal communication skills, combined with a warm, polished and professional manner.
• A proactive, self-motivated and solutions-focused approach to work.
• The utmost discretion when handling sensitive, personal and confidential information.