Legal PA - Commercial Real Estate

Role Overview

We are seeking a proactive, highly organised, and professional Executive Assistant to provide first-class secretarial and administrative support to a small group of partners within the Commercial Real Estate team of a High-end West End Law Firm. This role requires someone who thrives in a fast-paced, high-pressure environment and can adapt to different working styles while delivering exceptional support.

Key Responsibilities

• Professional Ambassador: Act as a professional and client-focused ambassador for partners, both internally and externally.
• Diary Management: Proactively manage complex diaries, meetings, appointments, and associated logistics to ensure schedules run smoothly.
• Conflict Resolution: Anticipate and resolve diary conflicts and prioritise urgent matters appropriately.
• Inbox Management: Manage partner inboxes where required, including drafting responses, escalating urgent matters, and coordinating follow-up actions.
• Financial Support: Support financial and compliance processes, including billing coordination, matter management, and chasing outstanding payments.
• Meeting Coordination: Coordinate WIP and billing meetings, ensuring deadlines are met in collaboration with the wider department and finance teams.
• Task Ownership: Take ownership of administrative tasks and deliver work accurately within deadlines.
• Relationship Building: Build strong working relationships with partners and establish effective working practices.
• Meeting Planning: Arrange regular planning meetings with partners to review priorities, schedules, and client commitments.
• Operational Improvements: Identify and implement operational improvements and best practices to enhance efficiency.
• Meeting Documentation: Attend meetings, prepare minutes, and follow up on agreed actions where required.
• Event Coordination: Work closely with Marketing & Business Development teams to coordinate events, seminars, conferences, and client activities.
• Travel Arrangements: Organise end-to-end travel arrangements, including itineraries, accommodation, visas, and currency requirements.
• Client Understanding: Develop a strong understanding of the team’s clients, priorities, and business objectives.
• Role Model: Act as a positive role model within the team and contribute to continuous improvement initiatives.
• Stakeholder Relationships: Build and maintain effective relationships with internal and external stakeholders.