Legal Secretary - London, United Kingdom - Owen Reed

Owen Reed

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Owen Reed are looking to recruit a Legal Secretary to join a top law firm in London. The Legal Secretary will report to the Secretarial Manager.

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 administrativetasks

Key relationships:

Daily contact with Partners and fee earners for work allocation.
Daily contact with other secretaries within and across practice group/s to provide/request assistance.
Occasional contact with Secretarial coordinator or Secretarial Manager for wider work distribution.
Occasional contact with Secretarial Manager for escalations or issues.

Main Duties & Responsibilities:

Diary and contact management

Proactively manage and maintain fee earners' diaries, making appointments and coordinating internal and external client meetings, meetings with legal directories etc and ensure all work activities are scheduled effectively, including the identificationand resolution of potential challenges and clashes.
Arrange the booking of conference rooms, video conference facilities, cars, refreshments, restaurants, and liaising with meeting attendees, both internal and external.
Responding and dealing with external or internal telephone calls and queries in a professional manner and taking clear and concise messages for other members of practice group as required.
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 when necessary, e.g. for organising large volume printing, photocopying, document production.
Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paperbased, if required.
Dealing with and submission of travel invoices and expense claims, and maintenance/filing of copies
Demonstrate an understanding of the endtoend billing process and AX (Financial system); assisting fee earners by leading on relevant administrative processes, to ensure that bills are completed within required timeframe.
Organising and maintaining up to date systems to ensure effective document management, including closing of files, archiving and ensuring all relevant documents are filed electronically and paperbased.
Supporting fee earners, Secretarial Coordinator or Group Head on time recording (Rekoop), including exception monitoring and reporting as required.
Supporting fee earners with maintenance of InterAction; ensure new business contact details are entered and contacts from feeearners Outlook address book are shared, updating changes of contact and entering activities when a M&BD activity is planned witha client or target by own feeearner, 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.

Preparation of key documents and correspondence

Typing and formatting of presentations, reports and legal documentation. Drafting letters and correspondence as required. Proof reading 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 Lawyers have papers and adequate preparation time.
Formatting of bids, pitches and capability statements for clients typically in Word or PowerPoint; inputting edits to client facing documents, sourcing feeearner CVs for pitches and coordinating the update of the CVs for the pitch then submission to theBD contact by required deadline and/or submission of pitch documents where online submission is required.

Person specification:

Education / Qualifications / Experience:

Experience working as a secretary within a professional services environment.

Knowledge and Technical Skills:

Experience of working with a house styles

General Skills:

Client service orientated approach
A proven working understanding of teamwork
Problem solving skills
Advanced communication skills at all levels
Self management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment