Legal Secretary

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