Senior Legal Secretary

2 weeks ago

London, United Kingdom Owen Reed Full time

**Owen Reed is looking to recruit a motivated and professional Executive Assistant to join a top law firm in London.**

**Areas of focus and responsibilities**
- Responsibly dealing with confidential issues.
- Extensive and often complex diary management; coordinating meetings to best utilise time, managing diary conflicts and preparing any necessary documentation in advance.
- Produce accurate, high quality typed work on confidential matters(to the Standardisation requirements) from audio and script work, using any of the software packages and document management systems available on the system. Delegating typing which is notconfidential to Document Production.
- Responsibility for co-ordination of all administrative and organisational aspects of the EU Finance and International Finance Meetings and Divisional Finance monthly meetings including producing the agenda and distribution of reports.
- Provide assistance in planning, managing and collating data for various firmwide initiatives.
- Assisting with co-ordination of all Partner meetings, including production and distribution of ballot papers and electronic votes, production and distribution of the Global Proxy List, circulating memos and minutes, and overseeing meeting room and vc requirements.
- Assist with scheduling quarterly Partnership Board meetings as well as monthly meetings of Global Senior Management Team, including the collation and distribution of confidential paperwork.
- Complex travel arrangements working across numerous time zones including: producing detailed itineraries, anticipating any additional requirements and obtaining visas if required, keeping HR informed of movements.
- Liaison between HSBC and Senior Partners.
- Assisting Partners in all administrative aspects of partner capital funding.
- Management and maintenance of all filing and e-filing of company secretarial documents.
- All organisational and administrative aspects relating to the Partnership Board, including producing and distributing of agenda and minutes, and from time to time involvement with travel arrangements.
- Assisting with the production of the firm’s annual budget and business plan
- Producing budget presentations and packs for circulation to the Partnership.
- Provide PA support to the Chairperson on an ad hoc basis.
- Act as liaison point for Partners on a daily basis and take full responsibility for getting queries resolved.
- Update Management and Partner sections of the firm's intranet system.
- Assist with managing all organisational aspects of the Global Partner appraisal process including: scheduling all EU/APAC/US Partner appraisals, distributing paperwork, creating spreadsheets, booking meeting rooms and collating paperwork. Ensure appraisalpaperwork is ready for distribution to Remuneration Committee and arrange follow-up interviews.
- General secretarial duties such as answering calls from clients and assisting them in resolving any queries, opening of post, processing expenses using Chrome River, filing and e-filing, scanning, drafting complex correspondence, spread sheets and PowerPointpresentations.
- Carry out advanced internet research to provide detailed information regarding clients and companies and analyse material.
- Maintaining records in SelectHR for Directors in the Finance and Risk Departments - liaising with the CEO regarding Directors holiday, sickness arrangements for seasonal holiday cover.
- Capable of solving most of own day-to-day IT queries e.g. printer queries, standardisation formats, etc.
- Able to identify own skills development needs, and seek up-grading training on a continuous development basis.
- Delegating tasks to PA where appropriate.
- Applications used: Outlook, Mimecast, Microsoft Word, Filesite, Bighand, Interaction, Powerpoint, Excel, Chrome River.

**Qualifications required and experience in sector**
- Educated to GCSE standard - Maths and English (minimum).
- Advanced Microsoft Office skills and strong evidence of business writing and numeracy skills
- Must have worked at a PA level in a financial/professional services environment for a minimum of 3 years.
- Typing speed - accurate and minimum 65 words per minute.

**Skills and attributes**
- Passionate and enthusiastic about providing exceptional client service.
- The integrity to handle highly confidential information appropriately.
- Exceptional organisational skills and enjoy paying attention to detail.
- Calm and not easily ruffled with an easy going personality.
- Have the ability to use own initiative to adapt, and think laterally
- Demonstrable team player, with flexible attitude and approach to work and work colleagues.
- Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure.
- Good communicator with high levels of interpersonal skills.

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