Job Description
Owen Reed is looking to recruit a Practice Team Assistant for a top law firm in London.
The Opportunity: Primary Responsibilities of Practice Team Assistant
As a Practice Team Assistant, you will support the relevant PA team and fee earners with a variety of administrative and operational tasks, including:
Delivering high-quality, accurate work while managing and responding to changing and competing priorities
Meeting required deadlines and negotiating alternate timeframes when necessary, utilizing other in-house services as appropriate (e.g. Reprographics, Document Production, General Office)
Implementing effective telephone and communication practices, ensuring a consistent, high-quality service and managing expectations of callers and other parties
Printing, photocopying, and scanning relevant documents, including assisting with preparation of Court/Counsel bundles, Deeds, and fee earner working papers
Filing relevant documents in both electronic and hard copy formats as required
Assisting with fee earner expense claims, cheque requisitions, and other banking-related administrative tasks in a timely manner
Managing your own email, including timely responses and filing of emails (including hard copy filing where necessary)
Promptly entering timesheets for partners (where relevant) with accurate use of phase and task codes (if required)
Supporting the billing administration process, including creating pre-bills, editing bills and narratives, producing bill cover letters, e-billing setup/submission, and posting to the system per firm policy
Assisting with client/matter changes, such as updating client addresses, third-party payers, or agreed rates at the final billing stage
Supporting the team in meeting WIP, billing, and debtor day targets by generating client matter reports and correcting errors or omissions as needed
Assisting with new business intake processes, including conflict checks, file opening forms, AML/agreed rate forms, and preparing engagement letters with appropriate retainer checks
Completing quick-turnaround document work that cannot be sent to Document Production
Organizing event/meeting logistics, including room bookings, refreshments, equipment setup, dial-in/VC setup, and restaurant reservations for client functions
Assisting with point-to-point travel arrangements, including booking train/flight tickets, hotel, and taxis
Updating client information and databases (e.g., InterAction) following PA or lawyer instructions
Preparing files for archiving and managing file returns/retrievals according to firm guidelines
Providing ad hoc support to the group/division, including handling mail, answering phones, booking couriers, organizing repro/DP submissions, supporting room moves, and other general administrative duties
Adhering to all firm, office, and practice group policies and procedures, whether formal, informal, documented, or verbal
Taking proactive steps to understand and follow correct procedures while maintaining collaborative, inquisitive, and efficient work habits
Demonstrating enthusiasm and proactivity in the workplace, including participating in secretarial group meetings, firm initiatives, focus groups, pilot programs, team activities, L&D sessions, and other relevant events
Taking ownership of your own learning, participating in training, staying up to date with firm policies, adopting recommended practices, and sharing improved ways of working with others
Skills, Experience, and Qualifications of Practice Team Assistant Minimum 18 months of experience in an administrative role (external candidates)
Typing speed of at least 45 wpm with 98% accuracy
Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Excellent written and verbal communication skills
Proven ability to build effective and trusting relationships both internally and externally
Strong organizational and time management skills, with the ability to think ahead
Capability to multitask and prioritize competing demands from various stakeholders
Ability to adapt to changing circumstances and meet deadlines
Excellent attention to detail
Strong proofreading skills
Good problem-solving abilities
Effective team player
Demonstrates initiative and proactivity in all aspects of work