[Hiring] Executive PA / Legal PA @SmartPA

Role Description

Unleash your potential and join the team redefining the future of administration!

In the role of Executive PA / Legal PA, you’ll provide proactive secretarial and administrative support to Partners at a key client account - one of Scotland's leading private client law firms. This is a fixed-term maternity cover role where you’ll tackle real challenges, establish meaningful relationships and make a tangible difference to client success.

Here's what your day-to-day will look like:

• Partner Support
  • Providing dedicated PA support to Partners, taking a proactive approach to work carried out on their behalf and taking ownership of resolving any issues that arise.
  • Complex diary management, scheduling appointments and arranging meetings, anticipating and balancing Partners’ needs to stay one step ahead.
  • Organising travel plans, including itineraries and logistics.
  • Comprehensive and proactive email management, helping Partners make the best use of their time.
  • Ensuring client meetings are well prepared for in advance.
• Document Production
  • Preparing and formatting documents, including Letters of Engagement, reports and client correspondence.
  • Undertaking copy and audio dictation accurately, first time.
  • Maintaining accurate documents and records within the firm’s document management system.
• Client Care and Stakeholder Communication
  • Acting as the point of contact for both internal and external stakeholders, delivering exemplary client care in every interaction.
  • Undertaking administration for designated clients as required.
  • Maintaining strict confidentiality of sensitive client, legal and financial information.
• Team Support
  • Working as part of the wider SmartPA team, providing cover and support during peak workloads and absences.
  • Undertaking any other reasonable duties as they arise.
• Continuous Improvement & Innovation
  • Proactively finding ways to make fee earners’ lives easier and identifying opportunities to improve processes.
  • Contributing ideas on automation and digital tools to work more efficiently.

Qualifications

• Is highly organised, able to plan and prioritise their own workload and work on their own initiative.
• Has a high level of accuracy and attention to detail, with the ability to proof their own work.
• Anticipates needs and solves problems before they land on the Partner’s desk.
• Handles every matter with absolute discretion and confidentiality.
• Communicates excellently in writing and speech, ensuring all client contact is exemplary.
• Takes a proactive approach to problem solving and decision making.
• Enjoys the fact that no two days look the same and takes satisfaction in a job well done.

Requirements

• Proven experience working as an Executive PA in the legal sector or as a Legal PA.
• Excellent organisational and diary management skills, with the ability to plan, prioritise and work on own initiative.
• Proficiency in Microsoft Office applications, with fast and accurate typing speeds.
• Excellent written and verbal communication skills.
• Excellent internal and external client care skills.

Benefits

• Competitive salaries
• Yearly bonuses: based on company, department and individual performance
• Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm)
• 33 day annual leave
• Department incentives
• Employee Assistance Programme