Role purpose
To provide a high level of professional, client-focused support to partners/lawyers. The Legal Secretary delivers proactive administrative support, management of complex tasks, and client relationship support to both partners/lawyers. To act as the gatekeeper of partners/lawyers’ time and resolve conflicts.
General administrative support
- Proactive daily management of diary and organization of the day-to-day schedule of partners/lawyers, including the identification and resolution of potential issues
- Manage partners/lawyers in-box, prioritizing and highlighting key communications and responding as appropriate / agreed
- Proactive set up and management of meetings and all logistics ensuring partners/lawyers are prepared in advance of meeting with all necessary documentation and details
- Co-ordinate travel and prepare itineraries, plan for contingencies, and anticipate additional requirements
- Manage partners/lawyers expenses
- Respond to telephone calls, acting as a filter to manage and control calls
- Limited and appropriate printing support (if self-service is not an option)
- Assist with any projects the partners/lawyers are leading/working on
- Attend relevant team or project meetings to coordinate and capture action points
Document support
- Produce letters, correspondence, reports and legal documentation
- Complete urgent document edits for matters
- Assist with minor amendments made by a lawyer to knowledge materials
Client support
- Support partners/lawyers in the management of their client relationships, including building relationships with and helping with on-boarding new clients
- Instigate and manage matter inception, including engagement and client care letters. Facilitate and encourage comprehensive completion of the matter inception system data requirements
- Build relationships with clients to support excellent client service and be a direct point of contact for the client to facilitate tasks including the setting up of meetings (including virtual where appropriate) and schedule calls
Business development
- Co-ordinate/organise client meetings, partner-sponsored client events, and client roadshows, including schedule management, venue and food & beverage bookings, and dispatch, creation of EPiC mailing lists, production of name tags
- Collate and print packs of information for client meetings
- Make amendments and formatting changes to pitch documents
Financial
- Backup point of contact for clients on billing issues
- Awareness of overall WIP and outstanding debts
- Arrange and attend monthly working capital calls to discuss write-offs, billing amounts, deferred WIP, aged debt, and matters to close. Ensure matter manager(s) are also invited where applicable
- Follow-up actions from monthly working capital call:
- Agree on format and produce matter fee update / proforma / billing guide
- Note down agreed actions from the WCC meeting and follow up/prompt partners/lawyers and matter managers with their assigned actions where applicable.
Key requirements
- Able to work independently and with minimal supervision
- Demonstrate a good understanding of the business (the area in which they work), its clients, and its work
- Well-organized and readily able to prioritize and manage own time and workload
- Adaptable and flexible to meet the requirements of individual partners/lawyers
- Is proactive in managing tasks and situations
- Able to problem solve and demonstrate good judgment, willing and confident to challenge when appropriate
- Demonstrate strong attention to detail and produce high-quality/accurate work
- Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership
- Maintain tact and diplomacy, trust and confidentiality
How to Proceed:
Interested applicants kindly forward the latest copy of your resume in MS Word format (with details of your last drawn and expected salaries) to [email protected]
Only shortlisted candidates will be notified.
EA Licence No: 23S1522
Registration No: R1107654
