Legal PA

Pinsent Masons Llp; United States; Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Agile working (WFH options)

Carers' leave

25 days annual leave

Contributory pension

Private healthcare

Death in service cover

Cycle to work scheme

Job summary

Pinsent Masons is seeking an experienced executive assistant to support partners and fee earners with proactive, high‑quality service. You will manage complex diaries, meetings, briefings and travel across domestic and international matters in a hybrid role.

You will build trusted client relationships, coordinate matter administration, assist with billing and finance using firm systems, and use Microsoft 365 and approved AI tools while maintaining confidentiality and professional standards.

Qualifications

• Strong secretarial, executive assistant, legal PA or administrative experience.
• Excellent organisational and time-management skills.
• Advanced written, verbal and stakeholder-management skills.
• Autonomous, with sound judgement and ownership.
• Highly organised, resilient and calm under pressure.
• Proactive, practical and solutions focused.

Responsibilities

• Manage complex diaries and multiple requests.
• Prepare meetings, briefs and research; capture actions.
• Draft and quality-check correspondence; manage expectations.
• Coordinate domestic and international travel arrangements.
• Build trusted relationships with client contacts, partners and teams.
• Coordinate client and matter administration from inception to completion.
• Monitor deadlines and actions through to completion.
• Support end-to-end billing and finance activity using firm systems.
• Maintain client meeting records in CRM and systems.
• Assist with pitches, submissions and business development activities.

Skills

Executive assistant experience

Organisational skills

Time-management

Stakeholder management

Attention to detail

Tools

Microsoft 365

Copilot / approved AI tools

CRM systems

Document management systems

Billing systems / finance tools

Job description

Here at Pinsent Masons we bring together the best people to get the job done. We're naturally curious, constantly learning, listening, and growing. We'll truly value your ideas. You'll be joining an award-winning, hardworking and commercially minded team, where you'll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You'll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

This role supports Partners and/or designated fee earners and works alongside the wider client operational and legal support teams.

Responsibilities may flex according to client, practice and business needs while retaining clear ownership and a seamless service experience.

Hybrid working role.

Purpose of the role

• Proactive, high-quality executive and legal support
• Exceptional client service and trusted operational partnership
• Seamless coordination across the client and matter lifecycle
• Technology-enabled, efficient and consistent ways of working
• Active contribution to innovation and continuous improvement

Responsibilities

• Manage complex diaries, competing priorities and multiple requests
• Prepare meetings, briefings and research; attend and capture actions where required
• Prioritise communications, draft and quality-check correspondence and manage expectations proactively
• Coordinate domestic and international travel arrangements
• Build trusted relationships with client contacts, partners, fee earners, colleagues and business teams
• Coordinate client and matter administration from inception to completion
• Monitor deadlines, dependencies and actions through to completion
• Progress client and matter opening, risk and related administration accurately
• Maintain effective systems, records and document management arrangements
• Proactively manage end-to-end billing and finance activity using relevant firm systems
• Maintain client meeting and activity records in CRM and relevant systems
• Support pitches, submissions, client initiatives and business development activity
• Use approved tools to visualise and modernise client communications while meeting brand, confidentiality and client requirements
• Use Microsoft 365, Copilot and approved AI tools responsibly
• Identify opportunities to automate routine activity and streamline workflows
• Share best practice and contribute to service improvement

Technology, AI & Automation

• Champion effective use of Microsoft 365, Copilot and approved AI tools
• Automate repeatable administrative activities where appropriate
• Work alongside Technology and Innovation colleagues to improve workflows
• Use data and digital tools to create insight and capacity
• Encourage adoption, experimentation and responsible use of technology

• Strong secretarial, executive assistant, legal PA or administrative experience
• Excellent organisational and time-management skills
• Advanced written, verbal and stakeholder-management skills
• Works autonomously, exercises sound judgement and takes ownership
• Highly organised, resilient and calm under pressure
• Proactive, practical and solutions focused
• High attention to detail and commitment to quality
• Collaborative, flexible, client focused and commercially aware
• Builds trust and maintains confidentiality
• Digitally confident, curious and willing to adopt new technology
• Uses information, technology and AI responsibly in line with firm and client requirements
• Experience of finance, CRM, document or matter management systems is advantageous

Benefits

• Agile working (the opportunity to work from home, subject to commitments)
• Carers' leave (up to five paid days' leave towards caring responsibilities)
• 25 days' annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

Full time