Legal Executive Assistant - London, United Kingdom - Fried, Frank, Harris, Shriver & Jacobson LLP

Description

POSITION:
Secretary - Asset Management

HOURS:
9.30 am pm (35 hours or as required) Plus paid overtime Hybrid working 3 days in office/ 2 WFH





REPORTS TO:
Secretarial Team Leader

JOB SUMMARY:

Provide an efficient and effective range of secretarial and administrative services for assigned attorneys. Responsible for the flow of correspondence and legal documents, client contact and client billing. Set up and maintain files and records. Maintain up-to-date and accurate records of admin duties (e.g. attorney travel information, expenses, time entries, etc.).


JOB RELATIONSHIPS:

• Building and maintaining strong relationships with all assigned attorneys; and
• Interact with professional and administrative staff on a daytoday basis.

JOB RESPONSIBILIES:

• Perform typing and transcription duties as required, either from dictation or handwritten documents
• Dealing with telephone calls (to include screening calls; taking accurate and detailed messages; passing on messages promptly);
• Schedule appointments, coordinating meeting/conference room bookings with Reception as necessary (to include coordinating with Reception/IT in relation to video conferencing requirements);
• Deal with attorney travel arrangements (including hotel accommodation, currency requests, etc.);
• Process attorney timesheets and billing statements;
• Process attorney expenses;
• Attend scheduled inhouse training and update sessions;
• Coordinate courier packages/special deliveries with Reception/Operations team;
• Coordinate copying and faxing jobs with Operations team;
• Provide administrative assistance of a personal nature as requested by assigned attorneys;
• Undertake such other duties, temporarily or on a continuing basis, as may reasonably be required, commensurate with your position in the Firm; and
• Assist other attorneys and colleagues when required.

JOB SPECIFICATIONS:


Education:
Relevant secretarial qualifications (Typing minimum 70 wpm).


Experience:
Asset Management experience.


Skills and abilities:

• Proficiency in word processing and other Firm software, such as Word, Outlook, Excel, PowerPoint, Visio, Chrome River, FileSite, Intapp, FileSite, Legalkey, and such other software as introduced;
• Effective communication skills (written and oral), including generating own correspondence;
• Ability to work under pressure (with interruptions) to tight deadlines;
• Ability to prioritise multiple tasks;
• Ability to solve problems;
• Good attention to detail;
• Professionalism, integrity and confidentiality;
• Proactively and initiative; and
• Flexibility, selfmotivation and reliability.

Note:

_This position description is intended to reflect general duties and responsibilities and is not to be interpreted as all encompassing.

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