Secretary - Real Estate - Bristol, United Kingdom - Simmons & Simmons LLP

Simmons & Simmons LLP

Verified Company

Bristol, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job title:
Secretary

Location:
Bristol

Main purpose of the role:

To provide fee-earners with proactive and high-quality
secretarial support that appropriately meets their requirements, enabling them to focus on providing legal services to clients and reducing the need for them to undertake administrative tasks

Reports to:
Secretarial Manager

Key relationships:

Daily contact with Partners and Associates for work allocation
Daily contact with other secretaries and team administrators within and across

practice group(s) to provide/request assistance

Regular contact with your Secretarial Coordinator or Secretarial Manager for

wider work distribution

Occasional contact with Secretarial Manager for escalations or issues
Building and maintaining relationships with colleagues and key stakeholders.

Main Duties & Responsibilities:

Diary and contact management

Proactively manage and maintain feeearners' diaries, scheduling appointments

and co-ordinating internal and external client meetings and ensure all work
activities are scheduled effectively, including the identification and resolution of
potential challenges and clashes

Having a good knowledge of fee earners clients, liaising with their PAs
Monitor individual responses for meetings and update feeearner(s) as required.

Ensure fee-earners have relevant materials and information in advance of each
meeting

Arrange the booking of conference rooms, video conference facilities, taxis

refreshments, restaurants, and liaising with meeting attendees, both internal and
external
to the appropriate individuals for swift response and action; wherever possible,

Organising travel arrangements through the firm's travel company, booking and

confirmation of reservations, flights, hotels, car transfers, ordering currency and
expense claims and producing detailed itineraries.

Administrative tasks

Daytoday administrative tasks such as photocopying, scanning and

demonstrating the ability to delegate to appropriate department(s) and team
administrators, when necessary, e.g. for organising large volume printing,
photocopying, document production

Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout
Organise document management, including closing of files, archiving and ensure

that all relevant documents are filed electronically and paper-based, if required

Dealing with and submission of travel invoices and expense claims using Chrome

River

Submitting invoices for payment through the Accounts Payable team and

monitoring progress

Demonstrate an understanding of the endtoend billing process and AX (Financial system); assisting feeearners by proactively leading on relevant administrative processes, to ensure that bills are completed within required timeframe
Prepare WIP reports to be reviewed by feeearners
Supporting feeearners, Secretarial Coordinator or Group Head on time recording (Intapp), including reporting as required
Supporting feeearners with maintenance of InterAction; ensure new business

contact details are entered and contacts from fee-earners Outlook address book
are shared, updating changes of contact and entering activities when a M&BD
activity is planned with a client or target by own fee-earner, proactively
downloading and printing reports on contacts ahead of meetings and pitches with
the contact

Supporting team in updating information on the SharePoint intranet or in

managing and maintaining particular pages

Supporting feeearners with the preparation of speaker CVs and formatting of

speaker materials, RSVP management for events sponsored by own fee-earner by
responding to fee-earners' queries about attending delegates using InterAction
reporting function, notifying own fee-earners about events that are coming up in
their/other office when visiting using intranet events calendar and notifying the
organiser if fee-earner wishes to attend.

Preparation of key documents and correspondence

Drafting letters and correspondence as required
Proofreading all work to ensure that completed documents are delivered accurately and to a consistently high standard
Preparation of agendas, presentations and meeting papers, including print

production and timely distribution and chasing papers for meetings and ensuring
that fee-earners have papers and adequate preparation time