Job Description

Unleash your potential and join the team redefining the future of administration!

Who We Are

At SmartPA, we don’t just provide support – we transform it.

Our mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting-edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we’re the engine behind smarter, more efficient operations.

With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world.

If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!

Key Responsibilities and Skills

In the role of Executive PA / Legal PA, you’ll provide proactive secretarial and administrative support to Partners at a key client account - one of Scotland's leading private client law firms. This is a fixed-term maternity cover role where you’ll tackle real challenges, establish meaningful relationships and make a tangible difference to client success.

Here's what your day-to-day will look like:

Partner Support

• Providing dedicated PA support to Partners, taking a proactive approach to work carried out on their behalf and taking ownership of resolving any issues that arise.
• Complex diary management, scheduling appointments and arranging meetings, anticipating and balancing Partners’ needs to stay one step ahead.
• Organising travel plans, including itineraries and logistics.
• Comprehensive and proactive email management, helping Partners make the best use of their time.
• Ensuring client meetings are well prepared for in advance.

Document Production

• Preparing and formatting documents, including Letters of Engagement, reports and client correspondence.
• Undertaking copy and audio dictation accurately, first time.
• Maintaining accurate documents and records within the firm’s document management system.

Client Care and Stakeholder Communication

• Acting as the point of contact for both internal and external stakeholders, delivering exemplary client care in every interaction.
• Undertaking administration for designated clients as required.
• Maintaining strict confidentiality of sensitive client, legal and financial information.

Team Support

• Working as part of the wider SmartPA team, providing cover and support during peak workloads and absences.
• Undertaking any other reasonable duties as they arise.

Continuous Improvement & Innovation

• Proactively finding ways to make fee earners’ lives easier and identifying opportunities to improve processes.
• Contributing ideas on automation and digital tools to work more efficiently

Skills

We're looking for someone who:

• Is highly organised, able to plan and prioritise their own workload and work on their own initiative.
• Has a high level of accuracy and attention to detail, with the ability to proof their own work.
• Anticipates needs and solves problems before they land on the Partner’s desk.
• Handles every matter with absolute discretion and confidentiality.
• Communicates excellently in writing and speech, ensuring all client contact is exemplary.
• Takes a proactive approach to problem solving and decision making.
• Enjoys the fact that no two days look the same and takes satisfaction in a job well done.

Experience

Experience

Your experience is key, but your attitude is what sets you apart.

Essential:

• Proven experience working as an Executive PA in a the legal sector or as a Legal PA.
• Excellent organisational and diary management skills, with the ability to plan, prioritise and work on own initiative.
• Proficiency in Microsoft Office applications, with fast and accurate typing speeds.
• Excellent written and verbal communication skills.
• Excellent internal and external client care skills.

Desirable:

• Experience with copy and audio typing or digital dictation.
• Experience using a document management system.
• Experience preparing legal documents such as Letters of Engagement.
• Practical use of AI tools to streamline drafting, scheduling or admin tasks.

Work Remotely

Yes

Salary

R200,000 - 400,000 (depending on experience)

Schedule

Full time, 37.5 hours per week

Monday - Friday

Your working hours will be 9:00am–5:30pm UK time. As this role is based in South Africa, your local working hours will change in line with UK daylight saving:

• 10:00am–6:30pm SAST during UK British Summer Time
• 11:00am–7:30pm SAST during UK winter time (GMT)

Job Type

Permanent, full-time

What's in it for you?

At SmartPA, we believe in rewarding talent and supporting your growth:

• Competitive salaries
• Yearly bonuses: based on company, department and individual performance
• Flexitime initiative: work when you're most productive (core hours 10am - 4.30pm)
• 33 day annual leave
• Department incentives
• Employee Assistance Programme

How to Apply

Our Recruitment Process

Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the essential requirements of the role.

Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.

The selection process consists of two interview stages and skills testing.

Please note: we receive a high volume of applications so sometimes it can take us a little longer to get in touch. We welcome enquiries to our recruitment@smart-pa.com inbox.