PA

We are seeking a highly organised and proactive Personal Assistant (PA) to join our Global Regulatory – International Trade team in our London office.

The successful candidate will deliver a professional secretarial, organisational, and administrative service, including supporting client billing. You will work independently to a high standard, managing your workload, demonstrating initiative, and delivering comprehensive, client-focused solutions in a dynamic and evolving environment.

Key Responsibilities/Accountabilities:

• Organisational Skills:

+ Take ownership of tasks from start to finish, ensuring delivery of high-quality work on time and to expectations + Organise and prioritise workload and maintain a level-headed approach in a dynamic working environment + Plan for and deliver high-quality, accurate work whilst managing deadlines, responding to change, and competing priorities + Demonstrate strong organisational skills, regularly acting on own initiative, identifying issues, and proposing potential solutions

• Diary, Meeting, and Mailbox Management:

+ Support inbox management and proactively manage conflicting demands and scheduling challenges + Proactively manage diaries, arrange meetings, and associated logistics, conference calls, lunches, and other appointments + Organise travel whilst ensuring adherence to the Global Travel Policy requirements + Take accurate and detailed telephone messages

• Client Interaction & Relationship Building:

+ Build an understanding of the nature of the fee earners’ work, get to know their clients, and build relationships with them and the client PAs + Initiate regular communication with allocated fee earners to understand their priorities and support requirements + Take ownership of client enquiries, resolving or escalating as appropriate + Build a network of strong working relationships both internally and externally

• Business Development & Commercial Awareness:

+ Demonstrate active interest in the firm’s clients, business needs, and commitment to responsible business + Assist partners and fee earners with their BD responsibilities, including pitches and proactively updating CVs and credentials

• Billing and Financial Administration:

+ Work independently to a high standard in billing cycles, with a good understanding of client preferences and firm systems + Supports the client billing process using 3E, preparing and generating bills, maintaining accurate records of expenses, disbursements, and fees + Demonstrate a strong understanding of risk and compliance procedures, including the preparation and management of client engagement letters

• Team Contribution:

+ Support wider team and department administration tasks to manage workload peaks and troughs + Provide cover for others in the wider team as requested and support team admin

• Collaboration and Communication:

+ Actively contribute to a collaborative team environment by sourcing, sharing, and exchanging knowledge + Proactively communicate with line manager on workload issues, capacity, and hybrid working arrangements

• Learning and Adaptability:

+ Take responsibility for your own continued learning, undertake recommended training, and keep up to date with firm policies + Learn and maintain strong knowledge in your own practice area

• Documentation and Filing:

+ Proficient to produce long, complex, and accurate documents, remaining up to date with HL house-style + Utilise the firm’s document support services effectively, with clear instructions and realistic deadlines + Consistently maintain accurate filing systems, including e-filing, in accordance with the firm’s archiving protocols

Person Specification:

• Excellent interpersonal skills with an ability to interact with people at all levels
• Self-motivated individual with a proactive approach
• Keen to take ownership
• Ability to think quickly and solve administrative challenges effectively
• Client-orientated approach – client-focused both internally and externally
• Willing to become involved with a desire to learn
• Demonstrate resilience and adaptability when faced with change
• Flexibility with overtime

Skills and Experience:

• Previous legal PA experience, preferably within International Trade
• Excellent secretarial skills, fast accurate typing
• Excellent written and verbal communication skills
• Strong document production skills
• Strong billing experience, including e-billing, preferably 3E
• Excellent organisational and administrative ability
• Excellent attention to detail
• A working knowledge of French (desirable)

Professional/Technical Skills:

• Accurate typing at minimum 60 wpm
• Advanced knowledge of MS Outlook, Word, Excel, and PowerPoint
• Experience of 3E and billing processes