Legal Secretary

Summary

You will be working closely with other legal team members to ensure the seamless support of the Legal team by providing high quality professional secretarial and administration services.

Role/Responsibilities

Perform secretarial functions associated with legal administrative tasks.
Effectively diary management, scheduling appointments, coordinating meetings, meeting rooms, preparing relevant paperwork/presentations and arranging travel itineraries.
Attend legal meetings, drafting minutes and circulating to relevant parties in good time; chasing up on outstanding actions to ensure efficiency of meetings.
Maintaining departmental documents including updating physical and digital systems and case management systems.
Digitising physical records, file maintenance and preparing periodic reports.
Manage the onboarding process of clients, including preparing engagement letters, performing AML/KYC checks and assign the corresponding fee earner to the matter and draft engagement letters to new clients.
Assist Finance with client invoicing, tracking of billable and non-billable hours, and expenses.
Safeguard confidential and sensitive information with utmost discretion, upholding confidentiality at all times.
Coordinate and organize legal meetings, conferences, and events, including meticulous agenda preparation, logistics management, and timely document distribution.
Proactively identify opportunities for process enhancement, challenge the status quo, and implement best practices to drive efficiency, effectiveness, and risk management within the legal department.
Serve as a liaison between the legal department and internal/external stakeholders, including clients, vendors, and other departments, ensuring seamless communication and collaboration.
Monitor emails as required to forward/action as necessary

Requirements
Experience or desire to support similar teams, preferably in high growth and fast paced environments.
Exceptional organizational and time-management skills, with the ability to juggle multiple tasks concurrently, effectively prioritize, and meet deadlines.
Unwavering commitment to discretion, loyalty, and maintaining the highest levels of confidentiality, especially when handling sensitive information.
Excellent written and verbal communication skills, with meticulous attention to detail.
Excellent planning skills with a strong attention to quality.
IT proficiency, in particular Excel and Word.
Ability to successfully multi-task in a fast-paced environment.