Legal Practice Assistant (Fluent German Essential)

KEY RESPONSIBILITIES:  

• Provide proactive day-to-day administrative, organisational and practice support to partners, associates and other fee earners. 

• Manage complex diaries, meetings, calls, deadlines and reminders, anticipating requirements and following up as needed. 

• Coordinate meetings across multiple time zones, including with US and international offices, arranging attendance, dial-in details and related logistics. 

• Arrange domestic and international travel, accommodation, itineraries, meeting rooms, catering and related arrangements. 

• Prepare, format, proofread and amend legal documents, correspondence, presentations, reports and other materials using firm templates, Litera and house style to ensure work is accurate, consistent and professionally presented. 

• Support legal document and matter-related tasks, including mark-ups, red-lining, comparisons, PDF conversion, bundling, indexing, and electronic filing, coordinating with the Atlanta Resource Centre where appropriate. 

• Liaise professionally with clients, counsel, courts, external advisors, vendors and internal stakeholders, handling calls, emails and queries in a timely, polished and client-focused manner. 

• Maintain the highest standards of discretion, integrity and honesty when handling confidential client, matter, personnel or business information. 

• Assist with opening, maintaining and closing client and matter files in accordance with firm procedures, including conflict checks, engagement letters, client onboarding and matter maintenance where relevant. 

• Maintain electronic and physical files, ensuring correspondence, documents and matter materials are filed accurately and promptly. 

• Assist with time-entry reminders, corrections and follow-up where required, ensuring relevant deadlines and processes are met. 

• Support business development activity, including pitches, client presentations, directory submissions, events and practice group initiatives. 

• Coordinate with business services teams, including the Atlanta Resource Centre, finance, marketing, IT, HR, reception and office services, to deliver efficient and high-quality support. 

• Work collaboratively with other Legal Practice Assistants, junior LPAs and team assistants, providing cover and stepping in on an ad hoc basis to support peers and the wider team during busy periods. 

• Manage workload effectively, prioritise competing demands, uphold high professional standards within the team and escalate capacity issues or conflicting deadlines appropriately. 

• Use relevant firm systems accurately, including document management, time recording, expenses, finance and workflow systems. 

• Follow firm policies and procedures relating to confidentiality, data protection, information security, file management, billing and client service. 

• Perform other related administrative tasks as required and assigned. 

• Demonstrate consistent professional behaviour aligned with operating in an SRA regulated environment, ensuring adherence to SRA regulations and standards, and upholding high levels of integrity, confidentiality and compliance in all activities. 

PERSON SPECIFICATION: 

We are seeking a professional, proactive and highly capable Legal Practice Assistant with strong organisational skills and the ability to provide exceptional support in a demanding, fast-paced law firm environment. The successful candidate will be calm under pressure, client-focused, discreet and reliable, with the confidence to support senior stakeholders, take ownership of work, act with complete integrity and contribute positively to a high-performing team. 

SPECIFIC SKILLS REQUIRED: 

• Previous legal administrative support experience within a law firm or professional services environment is essential. 

• Strong organisational skills with the ability to manage multiple deadlines, competing priorities and changing demands. 

• Excellent attention to detail and accuracy, with the ability to produce consistently high-quality work to exacting standards. 

• Professional, calm and client-focused communication style, both written and verbal. 

• Ability to prioritise effectively, use initiative, anticipate needs and work proactively with minimal supervision. 

• Confidence supporting partners, associates and senior stakeholders in a demanding environment. 

• Strong teamwork, flexibility and willingness to provide cover or support to colleagues where required. 

• Absolute discretion, sound judgment, reliability and integrity when handling confidential or sensitive information. 

• Resilience and ability to work at pace while maintaining professionalism and accuracy. 

• Strong technical skills, particularly in Microsoft Word, Outlook, Excel, PowerPoint, document management systems and time recording systems. 

• Experience using Litera and applying firm house styles is desirable.