Legal Secretary

2 months ago

London, UK, United Kingdom Owen Reed Full time

As a Legal PA within our Practice Group Support team, your role is pivotal. You’ll provide confidential, professional, and proactive support to a designated group of stakeholders, requiring confidence, effective communication, and influential skills. Here’s what to expect and the skills we seek:

Role and Key Responsibilities

  1. Stakeholder Engagement:
  • Conduct regular one-on-one meetings with stakeholders to discuss actions, priorities, expectations, and planning.
  • Attend team meetings, stay informed, and contribute effectively.
  • Serve as a liaison for internal and external clients, drafting clear and concise responses to correspondence.
  • Assist with client queries during stakeholder absences and adopt hybrid working to accommodate needs.
  1. Adaptability and Collaboration:
  • Demonstrate client service excellence by being responsive to stakeholder requests.
  • Support the wider PA team, covering for team members during absences to ensure continued resource.
  1. Efficient Mailbox, Diary, and Travel Management:
  • Proactively manage mailboxes and diaries, including travel coordination.
  • Anticipate future needs and take initiative to resolve conflicts.
  1. Meeting Organisation and Coordination:
  • Draft agendas and prepare for internal and external meetings.
  • Ensure necessary equipment and refreshments are available for both in-person and virtual meetings.
  1. Workflow Management and Delegation:
  • Own the end-to-end process for stakeholder requests, accountable for their successful completion.
  • Delegate tasks effectively across support teams such as billing, finance, and document production.
  1. Document and Matter Management:
  • Handle urgent, short document tasks and collaborate with the Document Production Team for larger documents.
  • Manage the client and matter opening process, including electronic filing and liaising with stakeholders.
  1. Financial Administration and Compliance:
  • Support financial administration, coordinating with billing and finance teams, and ensuring compliance with policies.
  1. Pitch and Presentation Creation:
  • Collaborate with the document production team to create impactful pitches and presentations.
  1. Marketing and Business Development:
  • Support marketing and business development initiatives as needed.
  1. Championing Process Improvements:
  • Advocate for process changes, influence decisions, and contribute to effective solutions.
  1. Efficient Administration:
  • Manage electronic filing, records, and expenses using the firm’s software.
  1. Technology Utilisation:
  • Leverage firm technology for managing, updating, reporting, and research.
  • Create and maintain data sites for collaboration and productivity.
  1. Event Coordination:
  • Coordinate and organise events, create event materials, digital working lists, and ensure smooth communication with attendees.

Skills and Experience

  1. Professional Experience:
  • Experience in a similar environment, enabling seamless adaptation to a busy setting.
  1. Client Service Excellence:
  • Dedication to exceeding client expectations through outstanding service.
  1. Problem-Solving and Initiative:
  • Proactive problem-solving with a dedication to excellence and commitment to strategic goals.
  1. Effective Communication:
  • Clear and professional communication skills essential for stakeholder and client interaction.
  1. Delegation and Ownership:
  • Ability to delegate tasks while maintaining ownership of activities.
  1. High-Level Support:
  • Exceptional PA support for senior stakeholders, including calendar management and meeting organisation.
  1. Relationship Building:
  • Cultivate strong relationships internally and externally, collaborating effectively.
  1. Task Management and Risk Awareness:
  • Balance priorities with efficiency, staying alert to risks to meet stakeholder expectations.
  1. Flexibility:
  • Adapt to evolving work environments with a flexible approach.
  1. Microsoft Applications Proficiency:
  • Intermediate to advanced skills in Microsoft Outlook, Teams, and Copilot.
  1. Team Collaboration:
  • Contribute to a positive team environment, supporting colleagues as needed.

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