Personal Assistant and Operations Coordinator

Owen Reed Ltd; City Of London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A top law firm in London is seeking a confident and well-organized Personal Assistant and Operations Coordinator. You will manage diary schedules, organize travel arrangements, and handle finance-related tasks. The ideal candidate will have strong Microsoft Office skills and experience in a legal environment. This hybrid role includes four days in the office and one day working from home, offering a flexible benefits package.

Benefits

Pension

Private medical

Season ticket loan

Subsidised gym

Lifestyle discounts

On-site café

Qualifications

• Strong academic background required.
• Previous experience in a legal or professional services environment preferred.
• Highly proactive and able to adapt to changing priorities.

Responsibilities

• Manage full diary including scheduling across multiple time zones.
• Organize complex travel arrangements for senior staff.
• Process invoices and coordinate finance-related tasks.
• Prepare presentations and documents, proofreading as needed.
• Act as the primary contact for business travel queries.

Skills

Strong organizational skills

Advanced Microsoft Office skills

Attention to detail

Ability to handle confidential information

Business writing skills

Education

Degree-level education or equivalent professional experience

Job description

Owen Reed is looking for a Personal Assistant and Operations Coordinator for a top law firm in London.

We are seeking a confident, highly organised, and client-focused Personal Assistant and Operations Coordinator to provide support to the Global Head of Facilities and Logistics and the Facilities and Client Services Manager. This is a hybrid role with four days in the office and one day working from home.

Key Responsibilities

• Full diary management, including scheduling across multiple time zones and managing conflicts.
• Organising complex travel arrangements for senior staff and large-scale events such as the Partnership Conference.
• Processing invoices, ad hoc expenses, and coordinating finance-related tasks.
• General PA duties including preparing PowerPoint presentations, Excel spreadsheets, Word documents, and proofreading.
• Acting as the primary contact for business travel queries and liaising with global travel providers.
• Coordinating insurance renewals, company car administration, and other operational processes.
• Supporting first aid and fire warden arrangements, maintaining intranet content, and managing document filing systems.
• Assisting with carbon accounting and sustainability initiatives as required.

Essential Requirements

• Strong academic background, degree-level education or equivalent professional experience.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint) with strong business writing and numeracy.
• Previous experience in a legal or professional services environment preferred.
• Highly organised, proactive, and able to handle confidential information with integrity.
• Excellent attention to detail, ability to work under pressure, and adaptable to changing priorities.

Hours & Benefits

• Working hours: 9:30am – 5:30pm, Monday to Friday. Flexibility required.
• Hybrid working: 4 days in the office, 1 day at home.
• 12-week probation and notice period.
• Flexible benefits package including pension, private medical, season ticket loan, subsidised gym, lifestyle discounts, and on-site café.