Legal Secretary

2 weeks ago

London, United Kingdom Owen Reed Full time

Owen Reed is looking to recruit a Secretary to join a top law firm in London.

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 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 Co-ordinator 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 fee-earners' 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 challengesand clashes.
- Having a good knowledge of fee earners clients, liaising with their PAs.
- Monitor individual responses for meetings and update fee-earner(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.
- 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**
- Day-to-day 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 end-to-end billing process and AX (Financial system); assisting fee-earners by proactively leading on relevant administrative processes, to ensure that bills are completed within required timeframe.
- Prepare WIP reports to be reviewed by fee-earners.
- Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required.
- Supporting fee-earners 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 witha 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.
- Preparation of key documents and correspondence
- 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 fee-earners have papers and adequate preparation time.
- Submit edits and format changes to bids, pitches and other client documents to Document
- Management Centre and monitor progress.
- Sourcing fee-earners’ CVs for pitches and co-ordinating the update of the CVs for the pitch then submission to the BD contact by required deadline and/or submission of pitch documents where online submission is required.
- Support with presentations for client training, seminars and conferences if required by submitting to
- Document Management Centre to ensure they meet the firm’s branding and house style guidelines.
Maintenance of CVs; maintaining fee-earner CVs on CV Bank and the website to include entering content changes as directed by fee-earners, and proactively supporting the quarterly CV review by printing all versions of own fee-earners’ CVs from CV bank for reviewand mark-up, proactively asking fee-earners about adding new deals and cases to their CV upon completion of a matter.

**Person specification**:

- Education / Qualifications / Experience:

- Experience working as a secretary within a professional services environment

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