Legal Secretary

Description
POSITION OVERVIEW
Performs a variety of secretarial and administrative duties for attorneys to whom assigned and reception duties according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

JOB RESPONSIBILITIES
(This list is not exhaustive and may be supplemented and changed as necessary.)

The Legal Secretary must have the ability to communicate effectively, establish good working relationships and anticipate the needs of the attorneys, demonstrating excellent attention to detail and a high level of confidentiality and professionalism. Must be a resourceful team-player who can work in a progressive, fast-paced environment with competing demands, while remaining flexible, proactive and efficient.

DUTIES

• Assists the attorneys with opening of new clients and new matters, ensuring that firm policies and procedures are followed.
• Administers and tracks expenses using the firm's expenses system.
• Assists with client billing.
• Maintains and manages Attorneys calendar, liaising with other KE departments or clients as needed to ensure seamless service.
• Coordinates Attorneys travel arrangements in accordance with firm and office policies.
• Organises taxi bookings using relevant booking system, ensuring adherence to the firm's travel policy.
• Assists attorneys and/or staff with miscellaneous administrative projects and/or general office-related tasks including but not limited to photocopying, bundling, preparing meeting rooms and refreshments for internal and external meetings.
• Ensures that attorney time sheets are dealt with in a timely manner.
• Observes confidentiality of attorney-client relationship.
• Edits, amends, and finalises legal documents and any other documentation required and follows the Firm's established document processing methods and procedures, creates, spell checks, edits and proofreads work product to ensure accuracy; drafts correspondence (including email and written correspondence); compiles data and documents as requested.
• Creates and maintains filing systems and document management systems to ensure accurate and efficient retrieval of data.
• Answers, receives, and screens telephone calls in a prompt, professional and friendly manner consistent with the preference of the attorneys.
• Opens, sorts, and distributes postal mail. Prepares outgoing post and organises its sending in the most appropriate way, bearing in mind cost implications.
• Exercises discretion and judgement, prioritises effectively and handles requests from multiple functional areas and external parties.
• Works closely with support departments in other K&E offices, (IT, catering, and facilities etc.) to ensure that all services are provided promptly.
• Coordinates all meeting rooms and visitor office reservation requests and confirms bookings. Where necessary books all other related services such as catering, IT, and Audio-Visual services.
• Monitors Conference Rooms, Common space, and all offices.
• Other related duties and projects as required.

Skills
Knowledge, Skills, and Abilities

• Well established legal secretarial experience and a proven ability to confidently work on reception in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal
• Ability to consistently provide a high level of quality client service to both internal and external clients.
• Ability to follow directions and work effectively both independently and with others in a cooperative, prompt, calm, enthusiastic and friendly manner to accomplish position functions and participate in team efforts.
• Proficiency in the use of MS Office (including extensive knowledge of MS Outlook, MS Word, and MS PowerPoint) and in the use of centralised document management and time recording systems.
• Must possess a thorough command of the English and French/or Dutch language including excellent spelling, grammar, and punctuation.
• Proficient knowledge of document forms and styles, legal terminology, and procedures.
• Ability to communicate clearly and effectively, both orally and in writing with attorneys, staff, vendors and external contacts and clients.
• Ability to perform both routine and non-routine tasks with a calm and professional manner, excellent attention to detail and efficiency.
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines, and managing workload.
• Ability to exercise sound judgment and discretion in handling and maintaining confidential information and data.
• Ability to work flexibly to meet the changing needs of the office and also to work additional, overtime hours as requested from time to time.
• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
• Ability to maintain positive contact with clients, attorneys and staff and observes confidentiality of client matters.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Technologies/Software
Microsoft Outlook, Word, PowerPoint, Excel