The Role:
A fast-growing City law firm, part of a major US-based international legal services business, is seeking Legal Secretary.
( This is a new position created as a result of rapid growth in the business and ) The candidate will be responsible for a wide range of administrative, clerical and document processing services. The candidate should also be flexible to work overtime as needed.
Responsibilities:
- Answers, screens and prioritises incoming calls (responding to enquiries and client needs)
- Monitors high volume of incoming emails (organises, deletes and responds as instructed by Shareholder)
- General document production and word processing, maintaining client files, opening and distributing mail, correspondence, conflicts, intake and client coordination regarding billing
- Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder
- Reconciles complex expenses, process reimbursements, and enter time for Shareholder in timely manner
- Calendar management. Frequent review of calendar with Shareholder to discuss travel, meetings, and what materials are needed. Updates calendar with deadlines and adjusts as deadlines are modified
- Coordinates, compiles, organises, and prepares materials for meetings and clients
- Arranges client meetings, schedules conference calls in multiple time zones
- Performs and researches conflict checks on new clients and matters
- Drafts/proofreads/revises correspondence, engagement letters and other legal documents
- Maintains and updates comprehensive contact information, notifying staff of updates
- Follows-up with team members on workflow and deadlines
- Maintains electronic and paper filings
- Works closely and effectively with other department members to successfully complete projects
- Assists with other department activities as needed, and performs additional duties and responsibilities as assigned
Experience, Skills and personal attributes:
- Experience in a professional environment, preferably in a large law firm setting supporting top-level executives
- Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required
- Exceptional computer skills with the ability to learn new software applications quickly
- Excellent communication skills, both written and oral.
- Effective interpersonal skills and the ability to interact with people at all levels.
- A commercial and pragmatic outlook.
- Ability to demonstrate a flexible and hands-on attitude, responding effectively to rapidly changing circumstances.
- Excellent IT skills (Word, Excel, and Outlook).
- Demonstrate a positive attitude and be a role model for the team.
- Excellent attention to detail and the ability to work well under pressure.
- Demonstrate the ability to manage simultaneous workstreams to tight deadlines.
- Must be able to work autonomously.
- Excellent prioritisation and time management skills.
Qualifications:
- Degree or equivalent experience is preferred
