Legal PA & Team Coordinator (Dispute Resolution)

The Role

This is a fantastic opportunity for an experienced Legal PA to join our friendly and supportive Dispute Resolution department, providing first-class professional support at partner level within Commercial Dispute Resolution. Additionally, this role involves working closely with the Support Services Manager (SSM) to provide high-level managerial support as Team Coordinator to all TA/PAs/EAs within the Dispute Resolution department. The successful candidate will be able to prioritize and delegate effectively and will possess the excellent communication and organization skills required to undertake this dual role. The PA elements of the role will take up most of your time, with the Team Coordinator element requiring approximately 20% of your time.

PA Tasks

• Proactively managing and maintaining fee-earners' diaries, making appointments, and coordinating internal and external client meetings, including ensuring fee earners have relevant materials required for any meetings, the booking of meeting rooms, video conference facilities, refreshments, restaurants, taxis, etc.
• Making extensive travel arrangements (domestic and foreign), producing itineraries, and ensuring expenses claims are completed.
• Managing fee-earners' inboxes when they are out of the office; monitoring and responding to emails, prioritizing correspondence to enable fee earners to focus on urgent matters, and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails into iManage (our document management system).
• Acting as the key contact point for internal and external queries posed to the fee-earners who you support.
• Producing documents as required - typing, drafting, and amending documents, letters, and correspondence where appropriate and proofreading all work to ensure consistent accuracy and high standard.
• Preparing account forms and coordination of the end-to-end billing process and Elite 3E financial reporting; assisting fee-earners by liaising with the billing team, producing the relevant documentation and reports, and prompting fee-earners to complete all necessary paperwork, etc.
• Bundling – both electronic and hardcopy (copying; compiling; preparing an index; paginating).
• Undertaking research using the internet, databases, etc.
• Liaising with clients, Counsel, and other external parties.
• Supporting other PAs where required, especially during any absence.
• Using initiative to take responsibility for administration that will assist the fee earners.

Team Coordinator Tasks

• Managing the day-to-day operations of the team, including being able to answer any technical questions from a PA/fee-earners/The Operations team or diverting queries to the correct place/person.
• Providing regular updates on all staff movements and developments, acting as the main point of contact between the SSM, Head of Operations (HoO), Heads of Teams (HoTs), Head of Department (HoD), and TA/PA/EA teams.
• Reporting to the SSM and assisting with the implementation of projects related to support services including IT projects, BD processes, HR processes.
• Coordinating, monitoring, and managing absence requests. Organizing cover for PAs. Scheduling time off in lieu for PAs and ensuring it is taken in line with the policy.
• Handling end-to-end recruitment, coordinating induction/training of new joiners. Handling end-to-end leaver process.
• Working closely with SSM, HR, and Head of Operations on the promotion, talent, pay, and bonus reviews for TA/PA/EA population.
• Collaborating with the wider business services teams (IT, DPC, Document Services, Facilities, Records, BD, Risk & Compliance, and Finance, etc.) to collate and circulate feedback on various processes, procedures, training, and other development initiatives. Assisting with the implementation and smooth transition of new processes and how that would work for Dispute Resolution.
• Organizing and facilitating seating plans and moves within the department.
• Holding regular TA/PA/EA meetings/huddles as well as one-to-ones and setting up mentoring pairs.
• Conducting quarterly and end-of-year discussions with each TA/PA/EA, using our online performance tool, Performance Leader, to set and track objectives, career progression, and review feedback and progress on an ongoing basis.
• Conducting underperformance reviews, gathering feedback, implementing PIPs, and managing the hearing process (if needed).
• Implementing, familiarizing, and keeping up to date with HR policies and procedures. Ensuring compliance and firm's policies, procedures, values, and initiatives are implemented within the team.
• Covering other Team Coordinators' allocations during periods of absence.
• Presenting and participating in team meetings and calls of various levels, i.e., department meetings and business services meetings. Including, speaking at the quarterly Dispute Resolution team meetings to

update the department on support services, changes, announcements, etc.

About You

• Implementing, familiarizing, and keeping up to date with HR policies and procedures. Ensuring compliance and firm's policies, procedures, values, and initiatives are implemented within the team.
• Covering other Team Coordinators' allocations during periods of absence.
• Presenting and participating in team meetings and calls of various levels, i.e., department meetings and business services meetings. Including, speaking at the quarterly Dispute Resolution team meetings to update the department on support services, changes, announcements, etc.

You will be able to demonstrate:

• Experience in a high-performing legal environment, with experience working within Dispute Resolution.
• Excellent organization, diary, and time management skills. Having supported senior fee earners, including partners in your previous roles.
• The ability to multitask and prioritize effectively, in order to undertake the dual aspect of this role.
• A proactive, flexible, and self-motivated approach with the ability to anticipate and plan ahead.
• Exceptional oral and written communication skills, with the ability to build relationships both internally and externally at all levels. Ability to gain trust and respect of all stakeholders including TA/PA/EA, Fee Earners, and Departmental Heads, Head of Teams, and Head of Operations.
• Diplomacy with excellent judgment and emotional intelligence. Having confidence to make evidence-based decisions, with the needs of the team and the business in mind.
• A high level of attention to detail.
• The ability to motivate, engage, and develop the team, gaining their trust and respect.
• Knowledge of Microsoft packages such as Outlook, Word, Excel, and PowerPoint.
• Experience with BigHand, Elite 3E, iManage/FileSite would be advantageous.
• The ability to deal with sensitive information in a confidential manner.