Legal Practice Assistant

Owen Reed is looking for a proactive and highly organised German-speaking Legal Practice Assistant to provide administrative, organisational and practice support to partners, associates and other fee earners within a busy law firm.

The successful candidate will have strong legal administrative experience, excellent attention to detail and the confidence to support senior stakeholders. You will be calm under pressure, client-focused and discreet, with the ability to take ownership of your work and contribute positively to a collaborative team.

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 associated arrangements.

• Prepare, format, proofread and amend legal documents, correspondence, presentations, reports and other materials using firm templates, Litera and house style to ensure accuracy and consistency.

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

• Liaise professionally with clients, counsel, courts, external advisers, vendors and internal stakeholders, handling calls, emails and queries promptly and with a client-focused approach.

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

• 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, 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 supporting colleagues during busy periods.

• Manage competing priorities, uphold high professional standards and escalate capacity issues or conflicting deadlines appropriately.

• Use 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.

• Undertake other related administrative tasks as required.

• Demonstrate professional behaviour appropriate to an SRA-regulated environment, adhering to SRA regulations and standards and maintaining integrity, confidentiality and compliance throughout your work.

Skills & Experience

• Strong German language skills are essential for this German-speaking role.

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

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

• Excellent attention to detail and accuracy, producing consistently high-quality work to exacting standards.

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

• The 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 a willingness to provide cover and support to colleagues.

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

• Resilience and the 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.