Personal Assistant (Team Support)

About the role

A Senior Personal Assistant is needed to provide first-class support to Partners, with a focus on client onboarding, KYC, billing and financial administration, workflow and file management, document support and other office administrative activities. The role suits someone used to multi-tasking, organised and time-efficient, ideally from a professional services background and used to 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 or actions, 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, matter maintenance, 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.
• Take part in work-planning discussions and manage workflow by prioritising requests and monitoring progress.
• Maintain electronic and hard-copy files, carry out file health checks, document and template housekeeping and archiving.
• Undertake audio/copy typing, proofreading, quality checking, photocopying and scanning, and prepare document packs.
• 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

• Strong recent administrative experience, preferably supporting senior staff in a legal, partnership or professional services environment.
• Sound academic background, at least five GCSEs at grades A-C or equivalent including Mathematics and English; administrative/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 manage 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 opportunity to work on client matters, billing, workflow and document management.