Senior Legal Secretary - London, United Kingdom - Owen Reed

Owen Reed

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Owen Reed is recruiting a Senior Secretary within the Litigation and Regulatory team to join a top law firm in London.

In many of our offices, 'Hubs' have transformed how secretarial services are delivered; with team members sharing the workload.

Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing.

We have 4 levels of role in the team:

Team Coordinator
Manages and takes responsibility for the efficient running of the team. Oversees incoming workflow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earnersto keep them appraised of a task or project status.

Senior Secretary

Takes ownership for the efficient running of the team by rolemodelling as an effective and responsible team member and acts as workflow supervisor where required.

Secretary

Provides general secretarial and administration services as part of the secretarial team.

Team Apprentice

An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

MAIN DUTIES AND RESPONSIBILITIES
Working collaboratively with the rest of the team, to deliver and provide exceptional secretarial support by:

Provide high level support to partners and fee earners as a trusted advisor
Act as a role model and mentor to less experienced members of the team by sharing knowledge and best practice
Completes practice group specific tasks to develop specialist expertise (e.g. superuser on specific tools, global billing, client reporting, knowledge management support)
Utilises skill in influencing stakeholders quickly building rapport and be seen as a trusted advisor
Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise
Ensuring accurate and timely use of our finance management system to facilitate matter opening, maintenance, closure and archiving. Generating accurate billing reports, letters and draft bills in a timely manner. Managing accounts payable (invoices), expensesand disbursements. Recording time for feeearners when required (including nonbillable productive time) on a daily basis
Understanding document management processes (iManage)
Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place
Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
Utilising document production for the creation of all first draft documents
Organising and assisting with client functions, entertainment and seminars, as required;
Arranging complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
Assisting on adhoc projects as and when required, for example managing bundles, supporting team events etc.
Any other secretarial or administrative duties as required