SmartPA

• Working within SmartPA’s client-facing Centre of Excellence (COE), you’ll be part of the dynamic driving force behind our business. • Delivering structured business support tasks, managing workflows, and contributing to operational performance. • Tracking progress against SLAs and KPIs using digital tools. • Managing the lifecycle of complex, unstructured research datasets while ensuring data integrity, compliance, and quality standardisation. • Acting as a guardian for brand and narrative consistency by ensuring all reports, dashboards, and content updates align with brand guidelines and visual standards. • Providing updates to stakeholders on project progress, outputs, and dashboard findings.

• Collaborate & Innovate: Work within our agile pod structure to deliver comprehensive and seamless support across a variety of tasks and projects for stakeholders. • Manage Key Tasks with Excellence: Complete tasks such as diary management, scheduling and handling email correspondence with precision and professionalism. • Support Business Growth: Identify inefficiencies and proactively recommend process improvements, helping us work smarter. • Be a Relationship Builder: Act as a trusted partner to your client, anticipating needs and consistently exceeding expectations. • Stay Adaptable: Approach new challenges with a solution-driven mindset, thriving in a fast-paced, ever-changing environment.

• Collaborate & Deliver Excellence • Work closely with your client and support teams to deliver accurate, timely, and high-quality document production support • Operate within our pod structure, collaborating with colleagues to ensure seamless service delivery and effective workload management • Share ideas and best practice to continuously improve document quality, and client outcomes • Manage Document Production with Precision • Produce, format, and amend a wide range of documents including correspondence, agreements, reports, bundles, and presentations, ensuring exceptional attention to detail • Reformat documents into house style, confidently working with precedents, numbering, tables, tracked changes, and complex formatting requirements • Troubleshoot and resolve formatting issues, repair corrupt documents, and address inconsistencies efficiently and proactively • Accurately process tracked changes and use document comparison tools to ensure version control and accuracy • Produce transcription using digital dictation when required • Use Technology to Enable Success • Work confidently with document management systems including Liberate, iManage, and Katchr dashboards, following client and firm processes • Work with MS Office, PDFdocs, DocuSign, MS Teams, and other relevant software to manage, produce, and deliver documentation effectively • Stay up to date with systems, workflows, and best practice, embracing new technology and ways of working • Build Trusted Client Relationships • Act as a trusted partner to your client, anticipating needs and consistently delivering to a high standard • Communicate clearly and professionally with lawyers, business teams, and Practice Support colleagues, seeking clarification where needed • Represent SmartPA’s values authentically, acting as a positive brand ambassador in every interaction • Stay Adaptable & Support the Team • Work flexibly to support colleagues during peak workloads, deadlines, or periods of absence • Contribute to maintaining and improving process documentation, team knowledge, and ways of working • Approach new challenges with a solution-focused mindset, thriving in a fast-paced and detail-driven environment

• Collaborate & Innovate, supporting a range of stakeholders with varied operational tasks and deadlines • Contribute fresh, creative ideas to optimise processes, streamline workflows and enhance service delivery • Complete tasks such as diary management, scheduling and handling email correspondence with precision and professionalism • Prepare, format and edit documents to meet the highest standards • Perform accurate data entry and reporting, ensuring all insights are actionable and timely • Identify inefficiencies, proactively recommended improvements, and assist in process changes • Act as a trusted partner to your client, anticipating needs and consistently exceeding expectations • Collaborate across teams to ensure consistent quality and excellence in all deliverables

• Act as a collaborative partner to cross-functional teams. • Manage content and data entry with a methodical approach, identifying and correcting inaccuracies. • Design and maintain low-code applications and automated Google Sheets ecosystems. • Build intuitive dashboards and 'data imagery' in Looker Studio. • Identify how Generative AI tools can transform data roles and automate administrative tasks. • Champion a data-driven culture by feeding user engagement insights back into models.

Role Description At SmartPA, we are the engine of our clients' success. This particular role is assigned to one of our dedicated clients, meaning you will be representing our brand whilst working very closely with a global tech giant. We are looking for a Data & Systems Lead who possesses a bias for action and a relentless drive to build something great. You are a resourceful and creative problem-solver who thrives on ambiguity and the challenge of turning complex data into a competitive advantage. You will be the bridge between technical execution and business impact, ensuring that every piece of data - from a single spreadsheet cell to a complex dashboard build - is accurate, ethical, and strategically aligned with both SmartPA’s and the tech giant's mission. Key Responsibilities and Skills - Stakeholder Partnership: - Act as a collaborative partner to cross-functional teams. - Present recommendations clearly and persuasively to diverse audiences, including executive leadership. - Forensic Data Stewardship: - Manage content and data entry with a methodical approach. - Identify and correct inaccuracies at the source. - Maintain a "perfectionist’s eye" for detail. - Systems Architecture: - Design and maintain low-code applications (AppSheet). - Ensure data flows through functions and validation rules with zero friction. - Information Design & Visual Storytelling: - Build intuitive dashboards and "data imagery" in Looker Studio. - Ensure titles are punchy, axes are correctly labelled, and legends are clear. - AI Acceleration: - Identify how Generative AI tools (e.g., Gemini) can transform data roles. - Research complex problems and automate administrative heavy lifting. - Culture & Trust: - Champion a data-driven culture by feeding user engagement insights back into models. - Maintain a commitment to user trust and granular privacy controls. Qualifications - Strategic problem solver and skilled communicator. - Intellectually curious and self-aware. - Responsive and resilient to challenging, ambiguous, and sometimes changing objectives. - Proactive self-starter who can work independently while remaining a highly collaborative partner. - Possess a "Privacy by Design" mindset. Requirements - Expert-level Google Sheets and Looker Studio for creating executive-level dashboards. - A high level of "chart literacy" with meticulous attention to data presentation. - Proven ability to prioritise and work on multiple projects simultaneously. - Proficiency in SQL to extract and manipulate complex datasets. - Proven experience in content management, data entry, or administrative roles. - Strong business acumen and ability to connect data-driven insights to business impact. Benefits - Competitive Salaries - Department based incentives - Remote Work - 33 Days Holiday: Because rest fuels greatness - Growth Opportunities: Develop your skills, advance your career and grow with a company reshaping the industry - Employee Assistance Programme Company Description At SmartPA, we don’t just provide support – we transform it. Our vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future. Trusted by global leaders in industries like tech, automotive, retail and legal, 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!

Role Description The Legal Document Production Team Leader is responsible for leading a high-performing document production team while maintaining exceptional standards of accuracy, quality, and turnaround. The role combines people leadership, operational oversight, and a strong focus on continuous improvement to ensure a consistently high level of client service. - Team Leadership: - Lead, coach and support a team of legal document production specialists, setting clear expectations and performance standards. - Conduct regular 121's, team meetings, and performance discussions to support engagement, accountability, and development. - Provide hands-on support with complex or high-risk document production tasks as required. - Operations & Service Delivery: - Oversee the day-to-day team operations, ensuring workloads are effectively planned, delegated, and delivered to agreed service levels. - Maintain the highest standards of accuracy, output, and turnaround across all document production work. - Act as the first point of escalation for workflow challenges, quality concerns, or client expectations. - Provide hands-on support with complex document production where required. - Ensure the team meets or exceeds individual and team targets and service level agreements (SLAs). - Champion best practice and support the adoption of new technology and tools. - Process Improvement & Quality: - Monitor productivity, quality, and team performance; investigate errors and address issues constructively. - Identify opportunities to improve workflows, processes, and ways of working, supporting implementation of changes. - Maintain clear process documentation and encourage knowledge sharing across the team. - Stakeholder Management: - Follow up all client concerns and queries effectively, representing issues on behalf of the account manager where needed. - Build and maintain strong day-to-day relationships with the client. - Support with service reviews, contributing to positive client outcomes and long-term partnerships. Qualifications - Proven ability to lead, coach and develop a team in a high-standards, client-focused environment. - Strong organisational and workload management skills, able to prioritise competing tasks while maintaining quality and accuracy. - Excellent communication skills, able to engage confidently and professionally with stakeholders at all levels. - Demonstrates a proactive approach to identifying process improvements and contributing ideas to enhance workflows, team performance, and client outcomes. - High attention to detail and commitment to accuracy across all document production work. - Strong problem-solving and decision-making skills, including handling escalations effectively. - Ability to monitor team performance, provide constructive feedback, and support continuous learning. - Comfortable with adopting new technology and tools. Requirements - Minimum of 3+ years' experience in legal document production. - Minimum of 2+ years' team management experience. - Demonstrated experience producing, reviewing, and managing complex documents, including advanced word function (styles, templates, tracked changes, formatting). - Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with legal/document tools such as PDFdocs, DocuSign, and digital dictation software. - Experience meeting tight deadlines while maintaining high standards of accuracy and attention to detail. - Proven track record of building constructive working relationships and collaborating effectively within a team. - Flexible and adaptable, thriving in a fast-paced environment and able to balance operational oversight with hands-on support as required. Benefits - Competitive salaries. - Full time, remote work. - Flexitime initiative: work when you're most productive (core hours: 10:00-16:30 GMT). - 33 days holiday: because rest fuels greatness. - Department incentives. - Employee Assistant Programme.