Legal Secretary – Corporate (Maternity Cover/Fixed Term Contract)

Description:

To provide competent secretarial and administrative support service for our Corporate partners, managers and associates, to ensure the smooth running of their assigned work group and department.

 Responsibilities:

• Work with the other team members as part of a secretarial pool;
• Provide secretarial support to the Work Group using iManage, Microsoft Word, E-mail, PowerPoint, and Excel;
• Create and amend high volume of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes;
• Open new files on system, together with preparation of case registration/client identification forms;
• Schedule meetings; taking calls from clients in associates’ absence; presenting a professional and courteous image to clients and other outside parties;
• Liaise with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translation, filing, etc;
• Billing administration including liaising with clients regarding outstanding invoices;
• Arrange travel and accommodation, to prepare and send LPOs and to keep track of itineraries;
• Arrange restaurant bookings for Business Development and Client meetings;
• Provide general administrative assistance – scanning, photocopying, filling in expense forms, etc;
• Maintain Partners inboxes and electronically file e-mails and documents;
• Deal with e-mails during associate’s absence from the office and to take appropriate action;
• Conduct ad hoc internet research;
• Update client/contact database on Outlook as well as on InterAction;
• Dictate digitally using BigHand;
• Cover for other team members when required and capacity allows.

Requirements:

• ood standard of education; a secretarial qualification is desirable;
• At least 3 years+ of experience as a legal secretary in a law firm;
• Strong verbal & written communication and interpersonal skills;
• Ability to confidentially talk to clients of all levels;
• Fast, accurate, strong audio typing experience and excellent attention to detail;
• Strong organisation skills with the ability to juggle workloads and meet tight deadlines;
• Excellent IT-skills in MS Office;
• The ability to work independently or as part of a team and carry out all duties with total confidentiality;
• A proactive and ‘can do’ attitude whilst thinking outside the box;
• Fluent in spoken and written English