DUTIES & RESPONSIBILITIES
Ā· Provide high level support to partners and fee earners as a Legal secretary
Ā· Working collaboratively with rest of the team (hub service) to deliver and provide seamless secretarial and administration support to assigned practice group fee earners
Ā· Provide administrative support to fee earners with conflict searches and audit requests
Ā· Responsible for practice group specific tasks, e.g. super-user on specific tools, global billing, client reporting, knowledge management support
Ā· Handle external or internal telephone calls and queries in a professional manner and take clear and concise messages as required
Ā· Coordinating internal and external client meetings effectively
Ā· Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
Ā· Organising and assisting with client functions, entertainment and seminars, as required
Ā· 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
Ā· Managing group and fee earner contacts and maintaining up to date client record in Outlook and Interaction (CRM tool)
Ā· Ensuring accurate and timely use of the finance management system to facilitate matter opening, maintenance, closure and archiving
Ā· Generating accurate billing reports, letters, drafting bills and issue all finalise bills in a timely manner
Ā· Managing invoices, expenses and disbursements
Ā· Recording time for fee earners when required (including non-billable productive time) on a daily basis
Ā· Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
Ā· 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;
Ā· Assist on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.
Ā· Any other secretarial or administrative duties as required.
Requirements
Ā· Minimum 2+ yearsā experience as a legal secretary within the professional services industry
Ā· Experience working with Office 365 ProPlus, document management tool, billing system and collaboration tools (MS Teams, Zoom and Skype for Business)
Ā· Excellent communicator in English, both spoken and written
Ā· Excellent diary management
Ā· Strong organisational skills and an ability to prioritise and complete simultaneous projects when numerous and diverse demands are involved
Ā· Ability to accurately prepare and maintain records, files, and reports
Ā· Detailed understanding and experience of billing
Ā· Flexible approach to working practices in order to meet business needs
Ā· Conscientious and armed with a can-do attitude, proactive, friendly and professional demeanour
Ā· Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise
Ā· Ability to process and handle confidential information with discretion
Ā· Ability to build rapport and develop profession relationships internally and externally
Ā· 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.