Summary
To work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team.
Skills and Experience required
- Relevant offshore experience preferred however those with many years in local law firms may apply.
- Candidate should possess effective and efficient administration skills.
- Ability to manage pressure and conflicting demands, and prioritise tasks.
- Good verbal and written communication skills; word processing skills.
- Ability to work in a close-knit team and essentially a good team player.
Key Responsibilities
Administrative and Organisational
- Diary management for assigned fee earners
- Arranging meetings/conferences
- Sending and responding to invites
- Make lunch/dinner reservations
- Prepare papers for meetings and deal with any necessary paperwork etc. following meetings attended by fee earners
- Travel arrangements to include preparing itinerary, book flights and accommodation etc changing and updating itineraries with little notice as required by changes in client and other work demands.
- ChromeRiver and medical reimbursements submissions
- Maintain and update client and other relevant contact details on InterAction
- Photocopying and scanning as required
- Provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested.
- Assist with reception duty. Secretary may also be called upon under normal circumstances to cover the reception when the receptionists are busy coordinating drinks and biscuits/lunch for big meetings, etc.
- Provide support to business development events
Finance and matter management
- Including review of narratives, issuing invoices, chasing for debts, liaising with counsel to chase bad debts etc
- Intapp requests
- Close files requests
- Check correct rates are applied to the matter, including other offices’ rates
- Amending bill narrative
- Running WIP reports
- Billing (ensuring all disbursements are included)
- Add/amend additional billing parties via Intapp
- Run reports (billed and unpaid) as requested
- Ensuring bills are sent to the relevant parties and saved in the relevant matter worksite
- Chasing and recovering debts
- Prepare first draft of engagement letters
Technical
- Documentation
- To produce and amend documents with speed and accuracy
- To format, paginate, number and present documents in Norton Rose Fulbright house-style
- Collating signature pages of documents and despatching to clients
- Deal binder
- Updating fee-earners CV at website
- Preparing PowerPoint presentatio
- ACRA/LawNet searches/E-filing
- Run conflict checks and compliance queris
- Prepare engagement letters
- To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard
