Job description

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: