Experienced Legal Secretary Wanted for International Law Firm
1 week ago
MENA Recruit Pty Ltd is seeking an experienced Legal Secretary to join our client's Funds team in a leading international law firm. As a key member of the team, you will provide high-level administrative support to the lawyers, ensuring the smooth operation of the department.
Key Responsibilities- Administrative Support
- Provide general secretarial support to the lawyers, including creating, editing, and storing correspondence and documents in the appropriate electronic matter file.
- Respond to internal and external telephone enquiries and ensure that every call is attended to in a professional and polite manner.
- Photocopying, faxing, and scanning of documents and correspondence.
- Booking meetings and diary management.
- Arranging the opening, closing, and archiving of accounts and files, including KYC.
- Organising cheque requests and collection.
- Maintaining and updating details of client contacts and addresses in the lawyer's personal contact database and the Firm's CMS database.
- Familiarisation and compliance with the Firm's house style.
- Supporting other members of the secretarial team and working collaboratively with them to complete work to a high standard and meet required deadlines.
- Following a tailored training programme.
- Prepare closing bibles and arrange for these to be produced as and when necessary.
- Make all necessary filings with internal and external bodies in relation to special resolutions, ordinary resolutions, amended and restated memorandum and articles of association, and changes of directors and officers.
- Implement and maintain the lawyer's billing and collections system, including drafting invoice narratives.
- Maintain accurate records and correspondence files in relation to the lawyer's client files.
- Liaise with clients as appropriate and in accordance with lawyer's instructions and firm policies.
- Be familiar with and comply with Firm policies relevant to the purpose of the job.
- Participate in special projects as and when required in relation to the Firm's and the lawyer's practice areas.
- Carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours.
To be successful in this role, you will need:
- A recognised secretarial qualification or significant experience working as a secretary preferably in a legal or professional services firm.
- A Bachelor's Degree from a recognised university or college; or an equivalent combination of education and relevant experience.
- A high level of effectiveness in each of the following skills and abilities:
- Work independently and as a team member.
- Tact and diplomacy to deal with confidential matters.
- Manage a complex and demanding workload and prioritise tasks and projects to meet work standards and personal performance targets.
- Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high-quality correspondence.
- Use and update computerised systems, including the intranet, databases, and spreadsheets, and genuine interest in developing IT skills.
- Participate in continuously improving services through critically evaluating systems of work, promoting new ideas, and actively developing service improvements.
- Work in a flexible manner and respond to changing circumstances.
- Essential IT skills include Microsoft Windows operating systems (recent versions), Microsoft Word (recent versions), Microsoft Excel (recent versions), and Microsoft Outlook (recent versions).
- Desirable IT skills include MS Powerpoint, InterAction, AdEx / CORIS, Deltaview, Adobe Acrobat, and Internet navigation for research purposes.
- Ability and willingness to work outside normal working hours/days when requested.
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