PA to NBI Management Team

Kramer Levin Naftalis & Frankel; City of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in London is seeking a full-time PA to support the NBI Management Team. The ideal candidate will have strong organisational skills, proficiency in Outlook and PowerPoint, and the ability to handle confidential information with discretion. The position involves calendar management, administration, and project support. This is an entry-level role that offers a collaborative working environment.

Qualifications

• High working knowledge of Outlook, PowerPoint and Word is essential.
• Demonstrated discretion and judgement when handling confidential data.
• Proven ability to build strong working relationships.

Responsibilities

• Support the Chief New Business and Enterprise Risk Officer with their administrative tasks.
• Provide calendar and time-management support for senior leaders.
• Manage general enquiries and direct requests to appropriate team members.

Skills

Strong organisational skills

Excellent communication skills

Ability to work autonomously

Education

PA or relevant level of administrative experience

Tools

Outlook

PowerPoint

Word

Job description

PA to NBI Management Team at Herbert Smith Freehills Kramer

This is an exciting opportunity to work in a collaborative environment, supporting senior management and contributing to their day‑to‑day administrative and operational management. The role works hand in hand with colleagues throughout the Department on varied initiatives to ensure that proper administrative coverage is in place at all times, requiring strong organisational skill and absolute integrity with highly confidential information.

Responsibilities

• Support the Chief New Business and Enterprise Risk Officer, Director of New Business Intake and the senior New Business Intake Management Team with their day‑to‑day administrative and operational management tasks.
• Provide calendar and time‑management support for senior leaders in the Department, including scheduling, booking meeting rooms, resolving calendar conflicts, and coordinating and prioritising internal and external meetings.
• Assist with document and database management (e.g., preparing documents, archiving documents in iManage or other document‑management software, and preparing PowerPoint decks).
• Provide a wide variety of project‑management, administrative and operational support for the New Business Intake Teams.
• Approve annual leave requests and report absences via the internal HR system, adding annual leave to team calendars where necessary.
• Manage general enquiries, directing requests to appropriate team members, responding to certain employee enquiries, and ensuring timely responses to urgent issues.
• Perform ad‑hoc administrative and operational tasks to support the Department (e.g., creating PowerPoint presentations and managing logistics for global department meetings and other team social events).
• Monitor the Retainers team inbox, dealing with queries and saving letters.
• Maintain the New Business Intake Business Continuity plan and contacts.
• Plan new‑starter induction and assist new NBI team members.
• Deal with NBI invoice payments, completing the relevant internal forms and obtaining the relevant signatures.
• Track team budgets and prepare annual budget requirements/figures.
• Maintain NBI global policies and intranet pages.
• Manage vendor licences – maintain the admin portal, open support tickets for team members, liaise with procurement if new licences are required.

Qualifications, skills and experience

• PA or relevant level of administrative experience.
• Willingness to undertake training in new software (e.g., Qualtrics, the Learning Hub, data rooms).
• High working knowledge of Outlook, PowerPoint and Word is essential.

Planning and organising

• Ability to use initiative and provide proactive support.
• Strong organisational skills and ability to prioritise.
• Ability to work autonomously, managing conflicting demands and meeting deadlines.
• An eye for detail and the ability to multi‑task.
• The ability to effectively manage and coordinate simultaneous projects.

Client and business focus

• Demonstrated discretion and judgement when handling confidential data; reliable confidence of senior management when accessing/sharing highly confidential emails/documents.
• Results‑focused – takes personal responsibility for getting things done and can influence others to ensure deadlines and standards are met.
• Excellent attention to detail with a high level of accuracy.
• Enthusiastic, positive and committed team member – acts as a role model and ambassador for the firm.
• Approachable, confident and team‑first.
• Willing to work both independently and as part of a regional and global team.
• Proven ability to build strong working relationships.
• Facilitates co‑operative working within the team.
• Works effectively with other PAs and EAs across the firm.

Communication

• Excellent communication skills, both verbally and written – communicates effectively at all levels with staff, partners and senior management.
• Approachable, confident and concise.
• Motivated and enthusiastic.

Problem solving

• Provides practical solutions to maintain high levels of internal client service.
• Proven record of identifying and implementing operational improvements.

Personal leadership

• Takes pride in their work and positively impacts those around them.
• Inspires confidence by consistently delivering quality work.
• Maintains composure under pressure by finding ways to manage their reactions to challenging situations.
• Behaves consistently with the firm's values and brand and inspires this in others.

Connects and collaborates with people

• Takes an active interest in others and gets to know the people they interact with.
• Treats people with respect and in a fair and consistent way.
• Adopts a positive communication style, even when challenged by others.

Contributes to the success of others

• Maintains an awareness of the firm's purpose, objectives and structure.
• Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly.
• Identifies opportunities to assist others and readily volunteers their help.

Enhances the client experience

• Finds ways to enhance the experience of the firm's clients through their daily tasks.
• Shows a willingness to go the extra mile to deliver great service.

Achieves results

• Goes above and beyond to contribute to the success of the firm.
• Pays attention to the quality and accuracy of their work.
• Suggests new ideas or ways of doing things in a confident, constructive and sensitive way.

Seniority level

Entry level

Employment type

Full‑time

Job function

Legal

Industries

Legal Services