Owen Reed is looking for a proactive and organised Legal PA to join the Private department of a law firm in Cambridge.
Working as part of the Legal Operations team, you will provide timely, high-quality administrative and coordination support to a group of lawyers. This varied role includes client contact, matter management, billing, diary management and travel coordination, working within a friendly and high-performing team.
The successful candidate will be self-motivated and reliable, with the ability to manage their workload, plan ahead and adapt to changing priorities while consistently delivering accurate work to deadlines.
Key Responsibilities
Matter Management
- Support fee earners and Senior Legal PAs throughout the client and matter lifecycle, following documented procedures.
- Work closely with client onboarding and compliance specialists to ensure all required information and documentation is obtained, issued and correctly stored.
- Support compliance with policies covering new matters, retainer letters, conflict checks, searches, Client Due Diligence and Know Your Client requirements.
- Maintain electronic and hard-copy documents in accordance with the firm's filing protocols.
- Ensure inactive matters are closed, client funds are returned and files are archived promptly.
Financial Management & Billing
- Develop a strong understanding of billing processes and systems to support the preparation of accurate bills and financial information.
- Ensure matters are set up with the correct rates, discounts and billing details, and that Money on Account is collected or files are recorded on the exempt list.
- Help monitor and address unpaid bills, liaising with Credit Control where required.
- Support the accurate and timely processing of disbursement invoices and payments.
Fee Earner Support
- Act as a first point of contact for assigned fee earners, handling calls, emails, correspondence and meeting requests, responding on their behalf where appropriate.
- Manage calendars across multiple time zones, scheduling calls and meetings and following up as needed.
- Assist with expense claims and other business-related requirements.
Travel Coordination
- Manage travel arrangements through the firm's in-house travel provider.
- Prepare itineraries and ensure business expenses are captured, approved and processed in accordance with policy.
Business Development
- Organise business breakfasts, lunches and dinners, including associated expenses.
- Record referrals and contacts in InterAction and maintain CRM lists.
Delegation & Coordination
- Work with Business Administrators to coordinate filing, archiving, scanning, photocopying, contact updates and courier arrangements.
- Delegate document formatting, production, typing, amendments, house styling and proofreading to the Document Production Unit as appropriate.
- Liaise with Legal Support Services, the Global Capability Centre and other departments to obtain specialist input or delegate tasks, retaining ownership and following up where required.
Team Support & Collaboration
- Contribute to a cohesive working environment and provide cover for Senior Legal PAs and other Legal Operations colleagues.
- Work flexibly across Legal Operations teams to meet business needs.
- Take responsibility for your workload, communicate working arrangements clearly and follow through on commitments.
- Demonstrate the firm's core values and support its Equity, Diversity and Inclusion strategy.
- Develop a focus area or specialism to build skills and contribute to service improvement, innovation and engagement across Legal Support Services.
Skills & Experience
- Previous administrative experience supporting a team within a similar professional services environment, ideally legal.
- Strong time management skills, with the ability to balance multiple tasks, plan ahead and respond positively to changing requirements.
- Excellent Microsoft Office skills and a willingness to learn new systems.
- Exceptional attention to detail and the ability to maintain accuracy under pressure.
- An organised, methodical approach and confidence working within structured processes and compliance frameworks.
- Strong interpersonal skills and the ability to work effectively with different people and working styles.
- A collaborative approach, with the flexibility to support additional fee earners and wider team requirements.
- Excellent verbal and written communication skills, including drafting professional business correspondence.
- Discretion and sound judgement when handling sensitive or confidential information.
