Practice Assistant

The Role

Department: Construction PI
Location: London
Role: Practice Assistant

Contract: Full time, Permanent

Hours: 09:30-17:30

The Team

As the primary point of contact for Partners and the completion of their work, the Practice Assistant is responsible for providing high-quality workflow management, administrative support and organisational assistance. The role undertakes all aspects of the Practice Assistant function and, where appropriate, manages workflow through the effective use of Team Assistants and Document Production services, whilst retaining ownership and accountability for tasks through to completion.

Working closely with Partners, fee earners and clients, the Practice Assistant plays a key role in ensuring exceptional client service and the smooth running of the Construction PI practice.

Key Responsibilities

Client Relationship Management

• Build and maintain strong relationships with clients, becoming familiar with key contacts, matters and working practices.

• Respond to routine client queries in a professional and timely manner, escalating where appropriate.

• Manage the production of documents and review work completed by the Document Production team or speech recognition systems, ensuring accuracy and correct formatting before submission to fee earners.

• Handle client-related telephone calls and correspondence, ensuring all enquiries and messages are actioned promptly.

• Liaise with the Client & Marketing team to support business development activities, including tender meetings, directory submissions, client training events and presentations.

• Maintain and update client, contact and business development information within Interaction and other relevant systems.

• Ensure compliance with client-specific protocols and processes, providing guidance and support to colleagues where required.

Administrative Support

• Manage file opening and closing procedures in accordance with firm policies and regulatory requirements.

• Maintain accurate filing systems, records and engagement documentation.

• Monitor key client and matter deadlines, ensuring compliance obligations are met.

• Support fee earners with business development initiatives, including pitches, presentations, tenders and client meetings.

• Work with Business Development teams to ensure CRM information remains accurate and current.

• Assist in organising internal and external events, seminars, conferences and client networking activities.

• Manage complex diaries, coordinating meetings, travel arrangements, accommodation, agendas and itineraries.

• Produce and maintain spreadsheets, reports and management information as required.

• Act as a first point of contact for the team, providing a responsive and professional service.

• Assist with tender submissions by coordinating information and tracking outstanding actions.

• Arrange the preparation and distribution of newsletters, client briefings and marketing materials.

• Coordinate courier services, printing, photocopying and general correspondence.

• Process work received through digital dictation systems.

• Maintain LinkedIn profiles and support business development activity where appropriate.

• Manage team inboxes and website-generated enquiries.

• Maintain records of CVs, precedent documents and previous tender submissions.

Communication

• Act as a key point of contact for allocated Partners, fee earners and clients.

• Monitor incoming post, emails and correspondence, ensuring prompt action and escalation where required.

• Draft correspondence and communications on behalf of Partners and fee earners.

• Prioritise and manage email traffic, electronic filing and document management.

• Collaborate with colleagues across legal and business services teams to ensure seamless support delivery.

• Provide telephone cover for colleagues and participate in team call rotations as required.

• Attend meetings, prepare agendas, take minutes and track follow-up actions.

• Work closely with the Legal Support Manager and follow direction as required.

• Arrange and communicate cover for planned absences to ensure continuity of service.

Processing

• Effectively manage competing priorities and workloads to ensure deadlines are achieved.

• Escalate workload or resource challenges to the Legal Support Manager or Hub Leader when necessary.

• Create and maintain data rooms and matter documentation in line with client and case requirements.

• Ensure client and matter information is accurately maintained across all relevant systems.

• Prepare and submit online applications and filings via systems such as Companies House, HM Land Registry and Searchflow.

• Conduct searches and complete forms and submissions as required.

• Ensure compliance with all firm-wide policies, procedures and regulatory requirements.

Customer Service

• Arrange and attend team meetings as required.

• Liaise with fee earners, Hub Leaders and Legal Support Managers regarding work priorities and deadlines.

• Provide regular updates to stakeholders on the progress of tasks and assignments.

• Deliver an exceptional level of client service at all times.

• Proactively support colleagues and contribute to a collaborative team environment.

Essential Skills & Experience

• Previous experience within a legal or professional services environment.

• Advanced knowledge of document management and case management systems.

• Excellent communication and interpersonal skills, with the ability to build strong relationships with clients and colleagues.

• Proven experience of managing high-level client-facing responsibilities and competing priorities.

• Strong organisational and time management skills with the ability to work under pressure.

• Ability to identify, investigate and resolve issues effectively.

• Highly organised with exceptional attention to detail and accuracy.

• Takes ownership of work and is accountable for quality and delivery.

• Collaborative team player with a proactive and flexible approach.

• Positive, adaptable and solution-focused mindset.

• Ability to handle confidential information with discretion and professionalism.

• Strong customer service focus and commitment to delivering excellent support.

Technical Skills

• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook and PowerPoint.

• Experience working with document management, CRM and case management systems.

• Excellent organisational and workflow management capabilities.

• Ability to anticipate needs and provide proactive support to senior stakeholders.

• Strong document production and formatting skills, producing high-quality client-facing communications and presentations.

• Experience supporting Partners and fee earners within a busy professional services or legal environment.