Personal Assistant (Team Support) - Client Onboarding, KYC and Billing

About the role

A Senior Personal Assistant is needed to support Partners in a legal and professional services environment. The role focuses on client onboarding, KYC, billing and financial administration, workflow and file management, document support and other office administrative tasks. It suits someone used to multi-tasking and supporting several Partners or fee earners.

Key responsibilities

• Coordinate client opening: obtain client information, process new matter requests, support KYC and compliance, apply billing rates, prepare engagement letters and set up matter files.
• Monitor onboarding, follow up outstanding information and liaise with clients, fee earners and business support teams to resolve queries or delays.
• Maintain accurate client contact information across in-house systems and support ongoing client and matter administration, including file reviews, document housekeeping, closure and archiving.
• Support the end-to-end billing process: run system reports, prepare billing guides, check disbursement invoices, produce invoices for fee-earner review and follow up unpaid invoices.
• Prepare and process expense claims, payment requisitions and disbursements, and take part in regular work-planning discussions.
• Prioritise requests, maintain electronic and hard-copy files, carry out file health checks and document housekeeping, and undertake audio/copy typing, proofreading, scanning and document pack preparation.
• Act as first point of contact for clients and colleagues, screen calls, handle routine enquiries, take messages and redirect requests.
• Organise client and inter-office meetings and events, and provide inbox correspondence and typing support, including drafting and transcribing routine replies.
• Coordinate meetings and diaries, including invitations and appointments.

Required profile

• Recent administrative experience, preferably supporting senior staff in a legal, partnership or professional services environment.
• At least five GCSEs at grades A-C or equivalent, including Mathematics and English; administrative or secretarial qualifications, further training or graduate-level education are advantageous.
• Experience of client and matter onboarding, KYC/compliance, billing and financial administration.
• Excellent organisational, time, project and workflow-management skills, able to handle competing priorities and urgent requests.
• Professional, client-focused approach, proactive and confident, able to work independently and in a team.

Required skills

• Proficiency in Microsoft Office, especially Outlook, Word, PowerPoint and Excel.
• Financial, practice and document management systems, and AI tools.

What we offer

• A competitive salary with benefits included.
• A varied support role within a legal and professional services environment.
• The chance to work on client matters, billing, workflow and document management.