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Description

The role

We are now recruiting a Legal Secretary for our London office. The successful candidate will provide high-quality and efficient Legal Secretarial support to Senior Associates and Associates within our IP & Technology team.

Key Internal Relationships

Head of Practice Services, partners and fee-earners within the IP & Technology team and secretarial colleagues.

Reporting Line

The role reports directly to the Head of Practice Services (Tina Lambert)

Duties and Responsibilities include but not are limited to the following: Organisation:

• Diary management of fee-earners as required, using own initiative to arrange meetings and conference calls
• Checking of fee-earner e-mails as required in their absence; responding where able
• Booking video/conference calls, meeting rooms and required refreshments, and making lunch and dinner reservations
• Making simple travel arrangements as required e.g. booking train tickets and collating itineraries
• Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on any agreed actions

Documents/Correspondence*:

• Only those which are not mandated for production/collation by DPD or of a length that are typed by individual fee-earners

• Managing the workflow to DPD, Reprographics etc. as required; proactively taking steps to ensure work is returned within required timescales
• Amending and formatting agreements/documents as required
• Short pieces of copy-typing and digital dictation as requiredCarrying out PDF to Word conversions and vice versa
• Collating all indexing on legal documentation and setting up files as necessary
• Production of short, less complex PowerPoint presentations as required
• Proof-reading of all documents to ensure the delivery of work of the highest quality
• Any general correspondence as may be required from time to time Support of other functions/activities:
• Insertion of business contact cards into Outlook and InterAction
• Processing fee-earner expenses on Chrome River in a timely manner
• Liaison with Business Development, Marketing, Events and Finance Teams with a view to supporting them on specific team-based tasks

Knowledge, skills and experience

• Previous experience of working within a busy corporate environment is essential
• Excellent client care skills – the ability to deal with queries from internal and external clients in a professional and polite manner
• Excellent organisational skills – the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner
• Demonstrate proactivity and the ability to work on own initiative
• Highly developed time management skills – the ability to work to very tight deadlines while maintaining a high standard of accuracy
• Highly developed communication skills – the ability to communicate in a confident and professional manner with people at all levels within the business
• Demonstrate flexibility/adaptability in meeting internal and external clients’ demands – in both the nature of the work undertaken and working additional hours as required to complete the task(s)
• Reliable with a strong work ethic and a ‘can-do’ approach
• High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint (although more complex and/or lengthy documents are likely to be undertaken by others in dedicated roles)
• Highly developed administrative skills with the ability to multi-task under pressure