Department: Financial Lines (IFPD)

Working Arrangement: Hybrid

The Role

The Practice Assistant acts as the primary support contact for Partners and Fee Earners, delivering high-quality administrative, organisational, and client service support. The role is responsible for managing workflows, coordinating tasks across support teams, and ensuring work is completed accurately and efficiently through to completion.

The successful candidate will build strong relationships with internal and external stakeholders, proactively manage competing priorities, and contribute to delivering an exceptional client experience.

Key Responsibilities

Client & Stakeholder Support

• Build and maintain strong working relationships with Partners, Fee Earners, clients, and key stakeholders.
• Serve as a key point of contact for client queries, ensuring prompt and professional responses.
• Manage client communications, including taking and making calls, handling enquiries, and escalating issues where appropriate.
• Support business development activities, including client events, tenders, pitches, directory submissions, training sessions, and client meetings.
• Maintain client and contact information within CRM systems, ensuring records are accurate and up to date.
• Develop knowledge of client-specific protocols and processes and provide guidance to colleagues where required.
• Liaise with Marketing and Business Development teams to support client-facing initiatives.

Administrative & Organisational Support

• Proactively manage complex diaries, meetings, travel arrangements, and accommodation bookings.
• Coordinate internal and external meetings, preparing agendas, papers, itineraries, and action notes where required.
• Open, maintain, and close files in line with firm procedures and compliance requirements.
• Monitor key client and matter deadlines, ensuring compliance obligations are met.
• Produce, format, and quality check legal and business documents before submission.
• Create and maintain spreadsheets, trackers, and reports to support team activities.
• Coordinate printing, scanning, document production, courier requests, and other administrative requirements.
• Assist in organising seminars, conferences, networking events, and team meetings.

Communication & Collaboration

• Act as the first point of contact for allocated Partners and Fee Earners, ensuring an outstanding level of support.
• Monitor and manage shared inboxes, ensuring timely responses and appropriate escalation of enquiries.
• Draft, review, and distribute correspondence and communications on behalf of stakeholders.
• Take meeting minutes and track actions to completion.
• Work collaboratively across Legal Support, Business Development, and wider Business Services teams.
• Provide support to colleagues during periods of absence or high workload to ensure continuity of service.
• Coordinate cover arrangements and communicate planned absences effectively.

Workflow & Matter Management

• Manage workload priorities effectively to meet deadlines and service expectations.
• Coordinate document production requirements and review completed work for accuracy and formatting.
• Maintain client and matter information within relevant systems and databases.
• Manage the creation and maintenance of data rooms and matter-related documentation.
• Complete online applications, searches, submissions, and filings where required.
• Ensure all activities are carried out in accordance with firm policies, procedures, and regulatory requirements.

Service Excellence

• Deliver a consistently high standard of client service and support.
• Maintain regular communication with stakeholders on progress and priorities.
• Demonstrate initiative by identifying opportunities to improve processes and ways of working.
• Take ownership of tasks from instruction through to completion, ensuring quality and accuracy throughout.

Skills, Experience & Knowledge

Essential Skills & Experience

• Previous experience in a Legal Support, Executive Assistant, Practice Assistant, PA, or professional services support role.
• Strong organisational and time management skills with the ability to manage competing priorities.
• Proven ability to deliver exceptional client and stakeholder service.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while also contributing effectively within a team.
• Professional, confidential, and discreet approach when handling sensitive information.
• Positive and adaptable mindset with a proactive, solutions-focused approach.

Technical Skills

• Experience working within a legal or professional services environment.
• Strong knowledge of document management and case management systems.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Experience using CRM systems and digital collaboration tools.
• Ability to produce high-quality documents, presentations, and client communications.