Assistant Secretarial Services Manager

Assistant Secretarial Services Manager

Leading International Law Firm
London

Hybrid: Minimum 50% office presence

Hours: 09:30-17:30 (flexibility required)

Overview

This is a pivotal role for our international Law client, responsible for the day‑to‑day management of the secretarial team and ensuring the Secretarial Model delivers exceptional, efficient support to partners and fee‑earners. The ASSM will be an experienced people manager with a proven track record of developing high‑performing teams, aligning support delivery to business strategy, and ensuring consistency across the wider London office.

Alongside team leadership, the ASSM will also provide high‑level organisational and PA support to the Practice Group Leader and, when required, the Practice Group Manager.

Team Leadership & People Management

• Manage all secretarial staff (office and hybrid workers) within the Practice Group.
• Mentor and support development across PA, Team Secretary, Administrator and Apprentice levels, working closely with the Mentoring Programme Manager.
• Conduct annual, interim and probationary reviews; act as lead appraiser and contribute to salary moderation.
• Address day‑to‑day people issues, performance concerns and first‑line disciplinary matters.
• Maintain confidentiality, fairness and trust within the team.

Operational Management

• Oversee daily workflow, ensuring adequate resource and reallocating support as business needs shift.
• Arrange secretarial cover for absences and manage working hours to ensure appropriate coverage.
• Coordinate new joiner processes, including trainees: buddy allocation, workstation readiness, induction and team information packs.
• Manage Workday processes: annual leave, sickness reporting, return‑to‑work meetings, fee‑earner allocations and accurate record‑keeping.
• Maintain email groups, track sabbaticals/secondments and collaborate on floor plans.
• Spot‑check work to ensure quality and adherence to firm standards.
• Lead and champion change initiatives, embedding new processes, technologies and AI‑driven solutions to improve efficiency and client service.

Practice Group Support

• Work with the PGL/PGM on operational tasks such as BD travel initiatives, trainee rotations and ad‑hoc PG projects.
• Review strategic plans and recommend adjustments to secretarial support, headcount and fee‑earner allocations.

Collaboration & Cross‑Office Alignment

• Regular meetings with SSM/HoSS.
• Collaborate with ASSMs across other Practice Groups and regional/Scottish offices.
• Support apprenticeship schemes in partnership with the Apprenticeship Programme Manager.

Key Performance Indicators

• Strong internal relationships across the secretarial function and wider business services.
• Up‑to‑date team skills aligned with business needs.
• Effective resolution of people management issues.
• Continuous improvement in workflow, quality and service delivery.
• Successful implementation of new processes and operational enhancements.
• Reliable monitoring of deadlines and consistent delivery of high‑quality support.

Qualifications & Experience

• Minimum 3 years' supervisory/management experience in a similar role.
• Professional development through courses, diplomas, NVQs or excellence programmes.
• Experience within professional services is essential; legal sector experience strongly preferred.
• Demonstrable leadership skills with the ability to command respect and lead by example.

Skills & Knowledge

• Strong IT capability: Word, Excel, PowerPoint, Copilot, MS Teams.
• Confident communicator with excellent written and verbal skills.
• Resilient, calm under pressure and able to handle challenging situations.
• Empathetic, fair and discreet, with strong relationship‑building skills.
• Proven ability to design and implement new processes.
• Highly organised with strong workflow management skills.
• Positive, practical and solutions‑focused approach.