JOB TITLE: Executive Assistant / Senior PA – working in the Executive Team
REPORTING TO: Executive Team. The role will be working closely with two EAs to support the Senior Partner and Managing Partner.
HOURS: 9:30am – 5:30pm, Monday to Friday (working in the office 5 days a week).
Flexible approach to working hours is a must Overtime may be required at busy times.
CONTRACT: This is a fixed-term contract role covering maternity leave (1 year FTC)
GENERAL RESPONSIBILITIES:
* File fee earner emails promptly and accurately
* Organise, cross-check, and scan historical documents, files, and emails using the Document Management System (Lawman/iManage)
* Prepare files for closings, including reviewing Client Account balances and liaising with fee earners and clients as appropriate
* Type, amend, and proofread correspondence and documents, using track changes when required
* Provide extensive diary management support, including coordinating meetings and requesting materials in advance
* Organise detailed travel arrangements and meetings (including overseas), and prepare itineraries
* Manage diaries, including scheduling client meetings, lunches, and conference calls
* Accurately update and maintain fee earners’ client contact lists
* Take and screen incoming calls, handling messages promptly and appropriately
* Prepare and submit expenses for fee earners in a timely manner
* Provide cover and general administrative support within the EA team as needed
* Collaborate closely with other practice group PAs and business support departments (Finance, IT, HR, Facilities)
* Arrange personal appointments as required
* Attend monthly ‘Sports Social’ meetings and prepare agendas.
CLIENT/HOD RELATED RESPONSIBILITIES TO THE SENIOR PARTNER:
* Initiate and oversee the file matter opening process, including due diligence and liaising with clients regarding ID documentation; escalate to the Compliance team when appropriate
* Type dictations of correspondence and legal documents, including proofreading for final review
* Prepare and coordinate accurate monthly billing narratives and client invoices
* Assist with the preparation of bundles, including photocopying, scanning, and binding
* Support Dispute Resolution departmental administration, including:
* Scheduling appraisals
* Circulating Accounts-related reports (WIP, disbursements, and client ledger balances)
* Distributing Compliance spot check reports
* Reviewing and approving holiday requests and expenses
MANAGEMENT RELATED RESPONSIBILITIES TO THE MANAGING PARTNER:
* Prepare agendas and take minutes for the monthly Heads of Departments meetings
* Provide minute-taking support for management-related meetings and draft and circulate meeting agendas as required
* Assist with Quarterly Review (QR) meetings:
* Schedule 12 QR meetings each quarter
* Minute 6 of these meetings (the EA to the Managing Partner will minute the other 6)
* Update the EP area of the intranet with minutes, spreadsheets, and other relevant documents
* Update the firm’s website with staff changes as needed
* Organise staff photo shoots by coordinating with photographers when required
* Create or amend marketing materials, including departmental brochures, one-pagers, and ad hoc brochures
* Assist with the organisation of firm-wide seasonal events.
* Provide light-touch support and advice to other PAs on departmental events (e.g. invitations, badges, catering, setup, and on-site support if needed)
* Carry out any other duties deemed appropriate for the role
SKILLS, EXPERIENCE AND QUALIFICATIONS:
* Proven experience as a senior Secretary/PA within a legal environment
* Legal Secretary or other legal qualifications are desirable
* Solid understanding of legal terminology
* Strong English and Maths skills
* Demonstrated ability to act with discretion, maintaining confidentiality at all times
* Consistently produces high-quality work while managing deadlines effectively
* Takes ownership of tasks and completes them on time without needing reminders
* Excellent typing speed and accuracy; proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
* Experience using Document Management Systems such as Lawman or iManage (preferred)
* Strong written and verbal communication skills; confident working with Partners, senior staff, clients, and external stakeholders
* Skilled at building professional relationships both internally and externally
* Highly organised with the ability to manage multiple priorities and adapt to changing demands
* Exceptional attention to detail, including effective proofreading; uses initiative and exercises sound judgment
* A collaborative team player with a positive, proactive attitude and resilient nature
* Friendly, professional, enthusiastic, and eager to learn
* The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the Firm and the overall business needs.
Please note that we will not accept agency CV's or applications.
Application process: For further information and to apply, please submit your CV on LinkedIn. Due to the huge volume of applications, we are unable to respond to direct inquiries. If you have not received a response within 1 week, please assume you have not been shortlisted.
We look forward to receiving your application.
Our aim is for all staff to feel welcomed at Sheridans and ultimately be their true self at work. We are proud to promote inclusion & diversity among clients, candidates, and staff as equal opportunities employer. It’s our policy to support people who hold Protected Characteristics (under the Equality Act 2010) both internally and externally through supporting practices based solely upon merit.