Legal PA Coordinator

Job description

The Legal PA Coordinator plays a key role in ensuring the smooth and efficient delivery of Legal PA support across the practice. Combining hands-on Legal PA responsibilities with coordination and oversight duties, this role supports Partners and fee earners while driving consistency, efficiency and high service standards across the Legal PA function.

Working closely with Business Services, HR and fee earners, the Legal PA Coordinator acts as a central point of contact for Legal PAs, supporting their development, managing workloads and ensuring the delivery of a high-quality, client-focused administrative service.

What you will do

Legal PA Support

• Provide proactive, high-quality administrative support to Partners and fee earners
• Manage complex diaries, meetings and travel arrangements
• Monitor emails, manage correspondence and respond to client queries as appropriate
• Prepare, format and amend legal documents, presentations and client materials
• Support billing processes, including time entry, WIP review and liaising with Finance
• Assist with matter inception and ensure compliance with internal processes and policies
• Maintain accurate filing systems and client records
• Coordinate client events, meetings, roadshows and hospitality
• Support business development activities, including preparing pitches, credentials and CVs
• Maintain CRM systems, track client activity and update relevant data
• Manage expenses and ensure compliance with firm policies
• Provide wider team support and assist with ad hoc administrative tasks

Coordination & Team Oversight

• Act as the main point of contact for Legal PA-related queries from fee earners and team members
• Coordinate day-to-day workflow, ensuring effective allocation of tasks and balanced workloads
• Monitor team capacity and manage cover for absences, including coordinating temporary support where required
• Support recruitment, onboarding and training of new Legal PAs
• Ensure smooth onboarding and offboarding processes, including handovers and inductions
• Regularly check in with team members, providing support and guidance where needed
• Coordinate and support performance review processes, gathering feedback where appropriate
• Liaise with HR and Business Services to support reporting, resourcing and operational needs

Operational Improvement & Communication

• Drive consistency and continuous improvement across Legal PA processes and ways of working
• Maintain and update internal resources, including intranet pages and process guides
• Facilitate regular team meetings and communications, ensuring key updates are shared
• Support the implementation of new initiatives and encourage engagement across the team
• Act as a key link between Legal PAs, fee earners and business support functions

What you will have

• Strong experience as a Legal PA or in a similar role within a professional services or legal environment
• Excellent organisational skills with the ability to manage multiple priorities and deadlines
• High level of attention to detail and accuracy
• Strong written and verbal communication skills
• Proficient in Microsoft Office and relevant internal systems

• Proactive and solutions-focused approach
• Strong interpersonal and stakeholder management skills
• Ability to work independently and exercise sound judgement
• Resilient, adaptable and calm under pressure
• Collaborative team player with a positive and professional attitude
• High level of discretion and confidentiality
• Experience working in Corporate M&A would be an advantage

Equal Employment Opportunity

A&O Shearman are committed to supporting a culture that drives inclusion. Every day, we’re working hard to create an environment where everyone feels that they can bring their authentic selves to work. To be comfortable and confident to be who they are in the workplace. To feel like they belong.

We welcome applications from people of all ages, genders (including if you identify as transgender or gender diverse), sexual orientation, cultural backgrounds, family or caring responsibilities, and people living with a disability. If you need any support to fully participate in the application process, please contact Australian Recruitment for guidance.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.