Worldwide Companies City

Job Descrption

Owen Reed is looking to recruit a diligent Legal Secretary to join top law firm in London.

To provide fee-earners with proactive and high-quality secretarial support that appropriately meets their requirements, enabling them to focus on providing legal services to clients and reducing the need for them to undertake administrative tasks.

Diary and contact management
• Proactively manage and maintain fee-earners' diaries, scheduling appointments and co-ordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes.
• Having a good knowledge of fee earners clients, liaising with their PAs.
• Monitor individual responses for meetings and update fee-earner(s) as required. Ensure fee-earners have relevant materials and information in advance of each meeting.
• Arrange the booking of conference rooms, video conference facilities, taxis refreshments, restaurants, and... liaising with meeting attendees, both internal and external.
• Monitoring and responding to post and/or emails, prioritising correspondence to enable fee-earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails on behalf of fee-earners to reduce volume
• Organising travel arrangements through the firm’s travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries.

Administrative tasks
• Day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department(s) and team administrators, when necessary, e.g. for organising large volume printing, photocopying, document production.
• Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout.
• Organise document management, including closing of files, archiving and ensure that all relevant documents are filed electronically and paper-based, if required.
• Dealing with and submission of travel invoices and expense claims using Chrome River.
• Submitting invoices for payment through the Accounts Payable team and monitoring progress.
• Demonstrate an understanding of the end-to-end billing process and AX (Financial system); assisting fee-earners by proactively leading on relevant administrative processes, to ensure that bills are completed within required timeframe.
• Prepare WIP reports to be reviewed by fee-earners.
• Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required.
• Supporting fee-earners with maintenance of InterAction; ensure new business contact details are entered and contacts from fee-earners Outlook address book are shared, updating changes of contact and entering activities when a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact.
• Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages.
• Supporting fee-earners with the preparation of speaker CVs and formatting of speaker materials, RSVP management for events sponsored by own fee-earner by responding to MS Team calls and email enquiries from interested delegates, responding to fee-earners’ queries about attending delegates using InterAction reporting function, notifying own fee-earners about events that are coming up in their/other office when visiting using intranet events calendar and notifying the organiser if fee-earner wishes to attend.
• Preparation of key documents and correspondence

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