Job Title: FlexHub & Word Processing Team Lead
Reporting to: HR Business Partner
Overview:
'FlexHub' is a team of centralised skilled PAs who provide flexible, high-quality administrative support across the Firm. The team provide additional support during planned and unplanned absences, assisting during peak work periods, and managing work overflow, ensuring consistent service delivery to the Firm's fee earners. The Word Processing (WP) team provide document production support to the business, ensuring legal documents are accurately typed, formatted, and proofread to the highest standards
The FlexHub & WP Team Lead will provide a dual-function role, combining hands-on PA support with leadership responsibilities. The person appointed will deliver high-quality administrative assistance across the Firm while overseeing the FlexHub and Word Processing teams.
Key Responsibilities
* Provide seamless PA support across multiple practice groups, ensuring flexible support during planned and unplanned absences, periods of high demand, and work overflow ensuring continuity of service across the PA population.
* As and when requested, PA support includes (but is not limited to):
* Managing diaries, scheduling meetings, appointments, and travel arrangements for multiple fee earners across different practice areas.
* Preparing tailored travel and business development packs for business trips, ensuring all relevant client and trip-specific information is included.
* Producing and amending high-quality documentation from digital dictation and handwritten drafts, in line with the Firm’s house style.
* Supporting with various billing processes from start to finish, ensuring accuracy and timeliness.
* Compiling business development documentation for new client meetings, including research, bios, and company information.
* Entering and reporting on business development data using the Firm’s CRM system (Interaction).
* Accurately managing electronic and paper filing systems, ensuring documentation is filed promptly and correctly.
* Providing general administrative support such as printing, posting, photocopying, and scanning, ensuring tasks are completed efficiently and to a high standard.
* Supporting with ad hoc requests from Partners, Associates, and other team members across the Firm as and when needed.
Leadership Responsibilities:
- Lead and coordinate the activities of the Firm's FlexHub and Word Processing teams, ensuring high standards of support and service delivery is achieved.
- Monitor team workloads and task allocation to ensure a balanced distribution and timely completion of work.
- Maintain oversight of team capacity and proactively manage resourcing to meet business needs.
- Provide regular feedback, coaching, and development support to team members, fostering a culture of continuous improvement.
- Act as a key liaison between support teams and legal teams, ensuring expectations and priorities are clearly communicated and met.
- Identify opportunities to streamline processes, improve efficiency, and enhance collaboration.
- Produce workflow/capacity reports for management, as and when requested.
- Escalate issues or resourcing challenges as required to ensure continuity and quality of service.
Skills & Experience
- Minimum of 7 years’ experience as a Legal PA/Secretary, with exposure to multiple practice areas preferred.
- Previous experience with both workflow and team management.
- Advanced working knowledge of MS Word, Outlook, Excel & PowerPoint.
- Experience with document management, billing, and digital dictation systems.
- Strong organisational and prioritisation skills, with the ability to manage multiple workflows.
- Excellent interpersonal and communication skills, with a collaborative and proactive approach.
- Discreet and professional in handling sensitive information.
- Flexible, adaptable, and eager to contribute to a high-performing team.
About Us
William Fry LLP is one of Ireland’s leading corporate law firms with offices in Dublin, Cork, London, San Francisco, and New York. We have over 310 legal and tax professionals and approximately 500 staff. Our client-focused service combines technical excellence with commercial awareness and a practical, constructive approach to business issues. We advise leading domestic and international corporations, financial institutions, and government organizations.
William Fry is an equal opportunity Employer committed to recruiting people from diverse backgrounds and building an inclusive culture which harnesses the unique perspectives and skills of our people to deliver award winning innovative solutions to our clients. We are proud to be accredited as Investors in Diversity by the Irish Centre for Diversity. Please let us know if you require specific arrangements during the recruitment process. We'll do everything we can to support you. All information disclosed will be kept confidential.