Executive Secretary

1 day ago

Southampton, Southampton, United Kingdom THE CHARALLE GROUP Full time
Job Summary

This is an exciting opportunity for a highly skilled and organized Executive Secretary to join The Charalle Group in their offices in Southampton. As an EA support to a Senior Partner within Employment, you will provide administrative assistance to the Corporate/Commercial departments.

Key Responsibilities
  • To administer files, ensuring they are properly opened, closed, stored, and retrieved according to the firm's management procedures.
  • Accurately record information in the practice management system provided by Lawyers.
  • Draft own letters, documents, and forms, checking them with Lawyer/s using case management system and/or Microsoft Word as necessary.
  • Daily diary management for yourself and Lawyer/s, inputting key dates and diarising follow-ups.
  • Making appointments, arranging meetings, booking rooms for clients and colleagues, and organizing refreshments when required.
  • Dealing with and responding to correspondence in the absence of Lawyer on annual leave.
  • Planning and booking travel for Lawyer/s when needed.
  • Presenting letters, telephone notes, and file notes accurately and professionally, adhering to company procedures.
  • Preparing correspondence, documents, and enclosures for despatch using digital dictation and the practice management system.
  • Maintaining accurate filing systems and keeping them up-to-date.
  • Undertaking training to improve or enhance your skill base as requested.
  • Maintaining client and contact data in the practice management system.
  • Assisting clients with updates/progress on their cases.
  • Supporting Departmental marketing and networking events.
  • Producing and mailing out client invoices.
  • Assisting Fee Earners in billing and credit control, liaising with accounts, and producing financial/time reports through the system.
Requirements
  • Able to type at least 60 words per minute accurately.
  • Advanced knowledge of Microsoft Office tools, including track changes.
  • Familiarity with legal terminology, documentation, processes, and procedures.
  • Excellent telephone manner and competent use of the telephone system.
  • Strong communication, organizational, and team skills.
  • Excellent attention to detail.
  • Flexible, dependable, and able to take the initiative.
  • Able to remain calm under pressure and work to tight deadlines.
  • Conscientious, approachable, and enthusiastic.
About You

You have a positive approach to daily tasks and possess a solutions-focused working method. Your excellent communication skills enable you to build confidence, respect, and trust quickly with others.

What We Offer

The Charalle Group offers a competitive salary range of £28-30,000 depending on experience and qualifications. Located in Southampton, our office provides a professional environment and free parking on site.

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