Legal Secretary

  • Reed Smith LLP
  • City of London, London, UK
  • 07 Mar, 2019
Permanent Legal Secretary

Job Description

Responsibilities

Meetings and Travel Management

• Manage fee earners’ calendars

• Arrange conference calls, meetings, VCs, catering 

• Coordinate all travel arrangements, including taxis, accommodation and expense forms as appropriate

• Prepare and collate papers ahead of meetings

 

Administration

• Deal with incoming and outgoing mail

• Monitor emails promptly as required and forward/action as necessary

• Establish and maintain effective and accurate filing systems (both hard copy and electronic) 

• Assist in opening new clients and matters as required

 

Customer Service

• Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary

• Deal with visitors in a confident and professional manner

• Keep client contact details as up to date as possible

 

Document Production & Technical Skills

• Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hard copy and audio

• Prepare PowerPoint presentations and Excel spreadsheets 

• Draft simple correspondence 

• Undertake photocopying, scanning and faxing 

 

Teamwork

• Attend training courses as required

• Attend secretarial meetings as required to keep up to date with firmwide procedures, current issues and add value to the secretarial practice

• Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague’s absence

• Effectively manage and prioritise work

 

Billing

• Assist in monitoring the billing process as required

• Assist in preparation of bill narratives and draft cost details as required

• Raise, monitor and issue appropriate cheques for clients or third parties as required

• Record time for fee earners in their absence or as required

 

Key Skills, Attributes and Experience

Skills

• Strong PA skills

• Excellent communication and interpersonal skills

• Extensive organisational skills and attention to detail

• Able to manage pressure and conflicting demands on time

• A committed team player

• Proactive and enthusiastic

• Commercially aware

 

Practical Experience/Academic Qualifications

Minimum of 5 GCSEs or equivalent including English and/or a minimum of 2 years secretarial experience in a corporate/professional services environment 

 

Office Skills

• High level of proficiency with Microsoft Office specifically:

• Word and Outlook

• Some knowledge of Powerpoint and Excel

• Typing speed of at least 60 wpm

 

Reed Smith CareeRS Competencies

 

Clients/Customers

Customer Service – provides high quality and timely customer service

Innovation & Improvement - Acts on ways  to add value to the team and Firm

 

Business Skills

Thinking & Planning – is highly organised and thoughtful in his/her approach to work

Judgement & Professionalism – demonstrates appropriate workplace behaviour

Communication –communicates effectively orally and in writing

 

Citizenship

Teamwork & Collaboration – maintains good relationships with co-workers

Developing Self & Others – addresses own developments needs and assists others to develop

 

Functional Skills

Ability to understands the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy

Able to utilise accounting, operational and administrative applications as relevant to area of responsibility

Able to understands legal industry requirements and guidelines as relevant to role

Can Identify and classify legal documents, and organise and file them according to standard firm practice

Able to files documents electronically  with third parties

Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced

Can understand the basic terminology and transactions of applicable practice area and clients

Able to understand the client engagement process and ensure compliance of time and expense reporting requirements

Type

Private Practice

Salary

Competitive