Team Personal Assistant - Knowledge and Advanced Client Solutions

Charles Russell Speechlys LLP; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading legal firm in London is seeking a proactive Team PA to support their Associate Directors. The ideal candidate will have prior experience in a legal setting and possess excellent communication skills. This full-time role includes hybrid working, with at least three days in the office, managing a range of administrative tasks, and facilitating team collaboration.

Qualifications

• Experience as a Team PA in a legal environment is essential.
• Operational experience is desirable.
• Excellent working knowledge of Microsoft Suite is required.

Responsibilities

• Provide administrative support to Directors and teams.
• Manage meeting scheduling and diary management.
• Process invoices, purchase orders, and expense claims.

Skills

Team support

Microsoft Suite

Communication skills

Multi-tasking

Job description

Overview

This role supports the Associate Director, Knowledge and the Director of Advanced Client Solutions (ACS) and their teams. The Knowledge team is responsible for leveraging the value of the intellectual capital of the Firm. The ACS team spearheads the Firm’s innovation initiatives and drives forward-thinking strategies to enhance client service and streamline internal operations. The Knowledge team is well-established and the ACS team is relatively new. Both teams are highly respected within the Firm and the successful candidate will be able to show an interest in knowledge and innovation and a strong desire to contribute to the success of the teams.

Effective collaboration is a key contributor to the success of both teams. The teams work collaboratively together on many projects and initiatives and a large part of this role will be focused on facilitating collaboration between the two teams and across all business services and the rest of the Firm.

This is a full-time role, including agile and flexible working. Our expectation for this role will be that the individual will be in the office at least three days a week.

This is a fast-paced and demanding role; it requires flexibility and resilience whilst offering the opportunity to work on a wide variety of different tasks.

Responsibilities

• Provide effective administrative support to the Directors, as well as to the wider teams, as capacity allows
• Meeting scheduling and extensive diary management including liaising with attendees of meetings
• Collating information from contributors across the teams to populate reports for review and submission in accordance with set formats and strict deadlines
• Familiarising self with the teams’ annual calendars; scheduling and arranging regular team and group meetings, social events and all logistics including compiling agendas, booking speakers, catering, room bookings, preparing and circulating materials well in advance
• Taking ownership of/developing/maintaining internal resources ensuring content is kept up to date and accurate
• Taking minutes/recordings of other internal meetings and making these available where necessary
• Managing team travel to the Firm’s offices globally including visas and itineraries, where applicable
• Processing invoices, purchase orders and expense claims in a timely manner
• Helping prepare and administer relevant budgets
• Fielding/answering queries from the team members and the rest of the Firm
• Responding to emails/messages
• Assisting with ad hoc administration and project tasks
• Attending team meetings to share information and have clarity on future actions, following up on actions as necessary to assist with moving things forward
• Ability to work both independently and as part of a team
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Skills and Experience

• Previous experience as a Team PA and working with senior management is essential in a legal environment
• Previous operational experience is desirable
• An excellent working knowledge of Microsoft Suite, including Microsoft Outlook, Word, PowerPoint and Excel

Person Specification

• A proactive can-do approach and able to use initiative when required demonstrating good judgement
• A professional manner with excellent verbal and written communication skills
• Ability to build rapport quickly and develop and utilise own networks
• Ability to balance competing priorities and multitask in a fast-paced environment and meet challenging deadlines and to make the best use of less busy time
• Ability to use new technology to complete tasks in an efficient way
• Ability to work independently and as part of a wider team
• Accustomed to dealing with people at all levels with tact and diplomacy
• Ability to plan ahead, setting own milestones and deadlines
• Flexible and dependable, will do extra hours where needed
• Maintaining confidentiality and discretion at all times
• Excellent attention to detail, highly organised and efficient
• Resilient, with a positive attitude and the ability to view challenges as opportunities

Competencies

• Working together
• Integrity and respect
• Inclusive
• Personal impact and growth
• Driving high standards
• Commercial mindset
• Client - centric
• Responsible Business

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

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