DUTIES & RESPONSIBILITIES
· Provide high level support to partners and fee earners as a Legal secretary
· Working collaboratively with rest of the team (hub service) to deliver and provide seamless secretarial and administration support to assigned practice group fee earners
· Provide administrative support to fee earners with conflict searches and audit requests
· Responsible for practice group specific tasks, e.g. super-user on specific tools, global billing, client reporting, knowledge management support
· Handle external or internal telephone calls and queries in a professional manner and take clear and concise messages as required
· Coordinating internal and external client meetings effectively
· Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
· Organising and assisting with client functions, entertainment and seminars, as required
· Organising complex travel arrangements including booking and confirmation of reservations, flights, hotels, taxis, rental cars, after flight transfers; liaising with third party provider to obtain visas and producing detailed itineraries
· Managing group and fee earner contacts and maintaining up to date client record in Outlook and Interaction (CRM tool)
· Ensuring accurate and timely use of the finance management system to facilitate matter opening, maintenance, closure and archiving
· Generating accurate billing reports, letters, drafting bills and issue all finalise bills in a timely manner
· Managing invoices, expenses and disbursements
· Recording time for fee earners when required (including non-billable productive time) on a daily basis
· Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
· Utilising document production for the creation of all first draft documents, i.e., produce and amend documents with speed and accuracy; format, paginate, number and present documents in house-style;
· Assist on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.
· Any other secretarial or administrative duties as required.
Requirements
· Minimum 2+ years’ experience as a legal secretary within the professional services industry
· Experience working with Office 365 ProPlus, document management tool, billing system and collaboration tools (MS Teams, Zoom and Skype for Business)
· Excellent communicator in English, both spoken and written
· Excellent diary management
· Strong organisational skills and an ability to prioritise and complete simultaneous projects when numerous and diverse demands are involved
· Ability to accurately prepare and maintain records, files, and reports
· Detailed understanding and experience of billing
· Flexible approach to working practices in order to meet business needs
· Conscientious and armed with a can-do attitude, proactive, friendly and professional demeanour
· Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise
· Ability to process and handle confidential information with discretion
· Ability to build rapport and develop profession relationships internally and externally
· Ability to work successfully as both a member of a team and independently with minimal supervision
Interested candidates are invited to write-in and email with a detailed resume stating qualifications, experiences, current/expected salary to [email protected].
We regret that only shortlisted candidates will be notified.
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