Personal Assistant

Overview
We are a small, friendly and well\-regarded solicitors’ practice based in Billericay, Essex. We offer a broad range of legal services to individuals and businesses, including conveyancing, commercial property, litigation, private client, employment, and family law. We pride ourselves on providing a personal and professional service to our clients, and the same ethos applies to how we work as a team. We are looking for an experienced and proactive Personal Assistant to join us and provide high\-quality support to the Senior Partner.

Responsibilities

• This is a varied and hands\-on role at the centre of a busy legal practice. You will provide day\-to\-day administrative and operational support to the Partners with particular responsibility for the Senior Partner. The role demands discretion, reliability, and the ability to manage competing priorities with minimal supervision. As a small firm, no two days are the same — flexibility and a willingness to turn your hand to whatever is needed are essential

Personal Assistant Duties

• Manage the Senior Partner’s diary, appointments, and correspondence


• Prepare, proof\-read, and format letters, reports, attendance notes, and legal documents to a high standard


• Screen and prioritise calls and emails on behalf of Partners


• Make travel arrangements and prepare itineraries as required


• Arrange and minute internal meetings, Partner meetings, and client appointments


• Handle confidential matters with absolute discretion

• Ensure the smooth day\-to\-day running of the office, including supplies, facilities, and contractor liaison


• Maintain and improve administrative systems, filing (physical and electronic), and office procedures


• Co\-ordinate with the firm’s practice management system (Clio) and ensure records are kept up to date


• Onboard new staff and assist with HR administration including personnel files and leave records


• Liaise with the firm’s IT support and ensure equipment and systems are functioning correctly

• Use Xero to record, reconcile, and monitor the firm’s financial transactions on a day\-to\-day basis


• Prepare and issue invoices; chase aged debtors and monitor the billing cycle


• Obtain, collate, and analyse financial data; prepare clear summaries and reports for the Partners


• Assist with monthly management accounts, VAT returns, and financial reporting as directed by the firm’s accountants


• Monitor and renew the firm’s professional indemnity insurance, subscriptions, and supplier contracts

• Assist with AML/KYC client onboarding procedures and maintain compliant records under the firm’s AML policy


• Support the MLRO and Partners with compliance administration, file reviews, and regulatory correspondence


• Monitor and co\-ordinate the firm’s Lexcel or SQM accreditation obligations


• Maintain the firm’s risk register and assist with the annual compliance review

• Provide general legal secretarial support across departments as required


• Manage court portal submissions and track key deadlines


• Liaise with clients, counsel, courts, and third parties professionally and promptly


• Manage post\-completion matters, file closing, and archiving in accordance with the firm’s retention policy

Essential

• Experience as a PA, office manager, or legal secretary within a professional services environment is desirable, though not essential — we are equally happy to consider candidates who demonstrate strong organisational ability, ambition, and a genuine eagerness to develop within a legal environment


• Proficient in Xero and Microsoft Office 365 (Outlook, Word, Excel, Teams)


• Excellent written and verbal communication skills


• Strong organisational skills with meticulous attention to detail


• Ability to manage multiple tasks and deadlines under pressure


• High degree of discretion when handling sensitive client and firm information


• Confident and personable, with the ability to engage professionally with people at all levels — from clients and counsel to court staff and third\-party suppliers


• Reliable, self\-motivated, and able to use initiative

• Experience using a legal practice management system, particularly Clio


• Familiarity with AML/KYC compliance procedures in a legal context


• Knowledge of HMRC portals, Land Registry portal, or court filing systems

Work Location: In person

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