Secretary - Real Estate

1 month ago

Bristol, United Kingdom Simmons & Simmons LLP Full time

**Job title**: Secretary

**Location**: Bristol

**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 administrative tasks

**Reports to**: Secretarial Manager

**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 challenges and 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
to the appropriate individuals for swift response and action; wherever possible,
- 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 with a 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
- Supporting fee-earners with the preparation of speaker CVs and formatting of
speaker materials, RSVP management for events sponsored by own fee-earner by
responding to fee-earners' queries about attending delegates using InterAction
reporting function, notifying own fee-earners about events that are coming up in
their/other office when visiting using intranet events calendar and notifying the
organiser if fee-earner wishes to attend.

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

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