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Legal Secretary
1 week ago
KEY RESPONSABILITES
Meetings and Travel Management
- Manage fee earners' calendars
- Arrange conference calls, meetings, VCs, catering
- Coordinate all travel arrangements, including flights, taxis, accommodation and expense forms as appropriate
- Prepare and collate papers ahead of meetings
Administration
- Deal with incoming and outgoing mail.
- Answering and screening telephone calls, if requested.
- Schedules couriers and other vendors for pickup of documents for errands such as filings with courts, delivery of documents of counsel and other types of errands.
- Assist in opening new clients and matters as required
- Greeting clients and providing assistance when needed.
- Performing other related duties required based upon the unique practice of the attorney, such as, practice development initiatives, committee project work, and other responsibilities.
- Flexible to work overtime, when needed.
Customer Service
- Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary
- Exceptional interpersonal and related skills in order to communicate effectively with diverse groups of legal and support staff on confidential and sensitive firm matters.
- Deal with visitors in a confident and professional manner
- Cover the Reception on a rota basis with other Legal Secretaries when the Receptionist is away.
- Keep client contact details as up to date as possible
Teamwork
- Attend training courses as required
- Attend secretarial meetings as required to keep up to date with firmwide procedures, current issues and add value to the secretarial practice.
Billing
- Assist in monitoring the billing process as required
- Assist in preparation of bill narratives and draft cost details as required
- Raise, monitor and issue appropriate cheques for clients or third parties as required
- Record time for fee earners in their absence or as required
KEY SKILLS, ATTRIBUTES AND EXPERIENCE
Skills
- Strong PA skills
- Excellent communication and interpersonal skills
- Extensive organisational skills and attention to detail
- Able to manage pressure and conflicting demands on time
- A committed team player
- Proactive and enthusiastic
- Commercially aware
Office Skills
- High level of proficiency with Microsoft Office including Outlook, Word, PowerPoint and Excel
- Typing speed of at least 60 wpm
Document Production & Technical Skills
- Produce, format and edit legal documents efficiently and accurately, sourced through digital dictation, hard copy and audio
- Prepare PowerPoint presentations and Excel spreadsheets
- Draft simple correspondence
- Undertake photocopying, scanning and faxing
COMPETENCIES
Clients/Customers
- Customer Service provides high quality and timely customer service
Innovation & Improvement
- Acts on ways to add value to the team and Firm
Business Skills
- Thinking & Planning is highly organised and thoughtful in his/her approach to work
- Judgement & Professionalism demonstrates appropriate workplace behaviour; able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines.
- Communication communicates effectively orally and in writing
Citizenship
- Teamwork & Collaboration maintains good relationships with coworkers. Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague's absence.
- Developing Self & Others addresses own developments needs and assists others to develop
Functional Skills
- Ability to understands the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy
- Able to understands legal industry requirements and guidelines as relevant to role
- Can Identify and classify legal documents, and organise and file them according to standard firm practice
- Effectively manage and prioritise work.
- Can understand the basic terminology and transactions of applicable practice area and clients
- Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.
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