Personal Assistant
Part-time job-share (two days – Mondays and Tuesdays) sought to provide PA support to Commodities team.
The role
We are seeking a highly organised and proactive Personal Assistant (PA) to provide dedicated support to fee earners within our global law firm. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced, professional environment.
Key responsibilities
Client relationship management and business development
- Support lawyers in marketing and BD activities, including:
- Enter and maintain accurate contact information in the CRM system (InterAction).
- Record lawyers’ client activities and PD reports on CRM.
- Keep lawyers’ biographies up-to-date and draft speaker profiles for events.
- Assist BD team with capability statements, pitches, and promotional materials.
- Co-ordinate client events: create mailing lists, invitations (Vuture), monitor responses, source suppliers, and set up webinars.
- Open and close cases in compliance with case management procedures (Intapp).
- Handle basic client queries and general administration; arrange client meetings.
- Become an active part in client care and maintain familiarity with contacts and clients.
Financial administration
- Ensure fee earners’ time is accurately recorded daily in the time recording system.
- Chase and post disbursements (e.g., counsel fees) on the practice management system (Elite 3E).
- Assist with billing and credit control processes, liaising with partners and Revenue & Collections team.
- Send bills to clients and record dates on the system; request cheques, bank transfers, and process receipts.
- Reclaim expenses and assist with financial/time reporting.
Administration and diary management
- Co-ordinate complex calendars and schedule meetings across multiple time zones.
- Ensure timely reminders for meetings.
- Book conference rooms, catering, and check room set-up.
- Organise and prepare materials for meetings; take minutes and follow up on action points when required.
- Liaise with Knowledge Management for CPD requirements; arrange subscriptions and renewals.
- Arrange international/domestic travel including itineraries, visas, and accommodation.
- Handle scanning, photocopying, printing, couriers, and document execution via DocuSign.
- Maintain accurate filing systems (iManage) and ensure timely completion of tasks.
Communication
- Respond to internal and external queries promptly and professionally.
- Monitor e-mails and post; ensure client-related correspondence is redirected when necessary.
- Liaise with Team Leader regarding cover for absences.
Document production
- Draft standard letters (e.g., client care letters) and proofread legal documents, correspondence, and presentations.
- Check correspondence and documents produced by Document Production team; make minor amendments.
- Type urgent/confidential correspondence.
Team support
- Provide proactive assistance to colleagues during peak workloads and cover absences.
- Collaborate effectively with other legal and business services departments.
- Contribute ideas for process improvements.
- Support onboarding of new team members.
Other duties
- Undertake any other ad hoc tasks as reasonably requested.
Key skills & experience required
- Previous experience as a PA or Legal Secretary within a law firm.
- Strong knowledge of legal terminology and document formatting.
- Proficiency in Microsoft Office Suite and document management systems.
- Excellent organisational and time management skills with the ability to prioritise effectively.
- High level of discretion and confidentiality.
- Strong interpersonal and communication skills, both written and verbal.
- Professional, proactive, and solutions-focused approach; able to remain calm under pressure.
Additional information
This job description is not contractual and may be amended to meet the needs of the firm.
HFW is committed to equality of opportunity and improving diversity within our workforce. All applications will be considered on merit. For details on how we process personal data, please see our Privacy Notice, under the section “What we collect and how we use it”.
About us
HFW is a sector focused global law firm. We have over 700 lawyers working across the Americas, Europe, the Middle East, Asia and Australia. We take a progressive approach to our roles in commercial business – thinking creatively and pragmatically to support our clients.
Whether we are solving complex issues within the construction, aviation or shipping industries, or providing advice across insurance, commodities and energy we are specialist lawyers here to add value to our clients. We think about the commercial solution first, and then underpin our advice with a solid foundation of legal expertise.