Practice Assistant

Department: IFPD Speciality

Contract: 12 Month Contract - Full time

Location: London

Working arrangement: Hybrid

As a Practice Assistant, you will act as a trusted business support partner to Partners and fee earners, providing proactive, high-quality administrative, organisational and client service support. You will take ownership of workflows from inception through to completion, collaborating with wider support teams including Document Production, Business Development, Marketing and Legal Support to ensure exceptional service delivery.

The successful candidate will be highly organised, client-focused and able to manage competing priorities in a fast-paced professional services environment.

Key Responsibilities

Client & Stakeholder Support

• Build strong working relationships with Partners, fee earners and clients, acting as a trusted point of contact.
• Manage client communications professionally and efficiently, handling queries, calls and correspondence where appropriate.
• Maintain an excellent understanding of key clients, their requirements and relationship protocols.
• Support business development initiatives, including client events, tenders, pitches, directory submissions and presentations.
• Work closely with Business Development teams to maintain accurate client and contact information within the firm's CRM system.
• Support fee earners in maintaining professional profiles, credentials and business development materials.

Administrative & Organisational Support

• Proactively manage complex diaries, meetings, travel arrangements and scheduling requirements.
• Coordinate meeting logistics, prepare agendas, circulate papers and follow up on actions.
• Open and close client matters, ensuring compliance requirements are completed accurately and on time.
• Monitor key client and matter deadlines, ensuring all actions are tracked and progressed appropriately.
• Prepare, format and quality-check a range of legal and business documents using firm systems and document production resources.
• Produce reports, presentations, spreadsheets and client-facing materials to a high standard.
• Assist with the organisation of internal and external events, seminars, training sessions and conferences.
• Manage email inboxes, correspondence and documentation, ensuring matters are appropriately prioritised and actioned.

Workflow & Matter Management

• Take ownership of work allocation and task management, ensuring deadlines and service standards are consistently achieved.
• Coordinate support from wider business services teams, including Document Production and administrative support functions.
• Maintain accurate client and matter information within firm systems and databases.
• Assist with the management of virtual data rooms and client documentation throughout matter lifecycles.
• Undertake online filings, searches and administrative submissions where required.
• Ensure compliance with firm policies, procedures and client-specific requirements at all times.

Team & Collaboration

• Collaborate effectively with Practice Assistants, Team Assistants and other Business Services teams to deliver a seamless service.
• Provide support and cover for colleagues as required.
• Contribute positively to team initiatives, process improvements and best practice sharing.
• Attend team meetings and maintain effective communication with Legal Support Managers and stakeholders.
• Support the development of a collaborative, client-focused and high-performing team culture.

Skills & Experience

Essential

• Previous experience in a legal, professional services or corporate support environment.
• Proven ability to provide high-level administrative and organisational support to senior stakeholders.
• Strong client service mindset with a commitment to delivering an exceptional experience.
• Excellent communication and interpersonal skills, with the ability to build effective working relationships at all levels.
• Ability to manage multiple priorities and deadlines while maintaining a high level of accuracy.
• Strong problem-solving skills with the ability to use initiative and exercise sound judgement.
• Highly organised with excellent attention to detail.
• Ability to work both independently and collaboratively within a team environment.
• Professional, discreet and able to handle confidential information appropriately.
• Positive, adaptable and proactive approach to work.

Technical Skills

• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Experience using document management and case management systems.
• Strong document production, formatting and quality control capabilities.
• Experience using CRM systems and maintaining client data.
• Confidence in learning and adopting new technologies and systems.