Legal Secretary - Competition

  • Norton Rose Fulbright LLP
  • City of London, London, UK
  • 06 Feb, 2019
Permanent Legal Secretary

Job Description

The Team

The successful candidate will work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial and PA support to two Antitrust and Competition partners and an allocated group of fee earners within the wider fee earning team.  The successful candidate will also provide support on day-to-day marketing and business development activity for the EMEA Head of Business Development for Dispute Resolution.

Antitrust and Competition has specialist competition practices globally and forms part of the Dispute Resolution team.  The group’s work includes a broad range of competition and antitrust matters, and in London we advise on both UK and EU law.

The Role

The role will appeal to candidates who are effective multitaskers and enjoy working across a variety of teams and international offices.  The successful candidate is expected to display strong organisational and administrative skills and be able to calmly manage multiple deadlines.  You will work as part of a highly motivated secretarial team to provide a professional, proactive, flexible and high level service.

This is a varied and interesting role which covers both legal secretarial responsibilities and business development support, along with forming part of the wider Antitrust and Competition secretarial team.

Administrative and other skills

  • Efficiently scheduling and managing all elements of meetings using Outlook and proactively managing potential clashes
  • Proactively seeking out and dealing with any necessary paperwork for meetings
  • Organising travel and preparing full door-to-door travel itineraries as requested by your team
  • Email management where required by your team, to include email filing
  • Answering calls and handling queries in a professional and timely manner
  • Producing and amending correspondence and documentation following house style with speed and accuracy
  • Managing, reviewing and maintaining filing and office systems
  • To proactively seek client information/business cards and updates in order to maintain and update client and other relevant contact details on CMS/InterAction database
  • To process all forms including matter opening forms, expense claims, payment requisition forms, returned advances, allocating to appropriate budgets
  • To organise trainee training for antitrust and competition using the LMS system (training will be provided)
  • To provide full support to the Secretarial Co-ordinator and wider secretarial team in a full range of activities that are performed and carry out any other duties as reasonably requested

Technical Ability

  • To be a user of key software packages, (i.e. Word/PowerPoint/Excel) and take responsibility for any training (e.g. MOS) to improve relevant skills needed to meet the needs of the business
  • To proactively work with the fee earners to ensure legal documentation along with marketing documents (i.e. Bids/Briefings) is produced to meet clients’ expectations and deadlines
  • Takes responsibility for ensuring technical skills meet the requirements of the team
  • To demonstrate excellent written communication skills, sufficiently developed to draft non-routine correspondence and emails, as instructed by fee earners

Campaigns and Client Development

  • Assisting with dispute resolution business development campaigns and other projects, which use the full marketing mix to raise and maintain awareness of our dispute resolution expertise. Recent initiatives include thought leadership materials and hosting of large client facing events at our offices.

Activities will include:

  • Working alongside the EMEA Head of Business Development for Dispute Resolution and the design team to create marketing materials (i.e invitations, notifications to clients and internal advertising, social media updates)
  • Co-ordinating logistics when campaign is launching (i.e updating the intranet and internet web pages, e-promotion, social media, webinar– advising participating partners on the use of software, co-ordinating back end logistics during live webinars)
  • Co-ordinating events including support on all invitation arrangements, maintaining and updating of relevant external and internal mailing lists, assisting with the event on the day and dealing with any practical issues that may arise
  • Supporting on bids, panel pitches and other client development presentations co-ordinating international contributions to opportunities (such as CVs, team details, experience, etc), collating comments on global documents and brochures, ensuring adherence to visual identity; maintaining library of relevant bid content in collaboration with central strategic bids team

Document management and Business Development operations/ systems

  • Working with our Global Service Centre which provides BD support from Manila
  • Co-ordinating contributions and input into business development systems including InterAction (CRM), Experience Management, bids and CV databases for supporting initiatives such as direct mail, events, bids, key client and target programmes, experience statement compilation and legal directory submission

Miscellaneous

  • Assist with the running of the Dispute Resolution Business Development, including setting up meetings and production of agenda for the meetings, slide production and circulating follow-up
  • Monitoring marketing budgets and ensuring payment of marketing invoices / recharges and amendments are made as necessary (and follow up activity)

General Approach

  • To show a positive approach and interest in the work that your fee earners are undertaking
  • To support your fee earners when clients are demanding the work product to be delivered in a short time frame
  • To support and build working relationships with your own fee earners as well as other members of the team and to actively work for the interests of the whole team
  • Exercises confidentiality, discretion and personal sensitivity in all aspects of role
  • Demonstrates tact and diplomacy in relation to confidential client and/or team matters

Professional Skills

  • To manage a varied work load, balancing different demands and deadlines Organised with an ability to meet deadlines
  • To provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested
  • Ensures that there is sufficient telephone cover through the day to ensure that at least 90% of redirected calls are personally answered
  • Strong communication skills and telephone techniques
  • To respond to internal and external telephone enquiries politely and professionally and take accurate telephone messages (name/number/company), passing them on to the relevant fee earners etc
  • To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines.
  • Immediately clarifies instructions from fee earners should they be unclear or if deadlines are not made explicit

Skills and Experience Required

  • Secretarial qualifications/ILEX secretarial certificate/diploma qualification
  • English Language GCSE or equivalent
  • Relevant marketing and organisational experience, and email marketing/CRM experience prefereable 
  • Excellent oral and written communication skills
  • Track record of working for a large City or international firm in a highly pressurised global environment
  • Proficient user of key software packages and ideally experience of InterAction, Webinar software and email marketing software - i.e. Word, PowerPoint, Excel, and Outlook and take responsibility for any training needs to improve relevant skills
  • Experience of diary management and researching and booking of travel and accommodation
  • Strong attention to detail
  • Ability to work under pressure
  • Ability to use initiative/problem solve
  • Pro-active and positive with an ability to build working relationships
  • Flexible with an ability to work outside core hours if required
  • Significant relevant marketing and organisational experience
  • Demonstrate experience in an administrative/PA role in a highly pressurised environment
  • Ability to act tactfully, with judgment and discretion in handling internal and external contacts
  • Understands the need and has ability to manage expectations
  • Team player, proactive, confident
  • Strong time management and prioritisation skills with an ability to multi-task and organise others
  • Demonstrates a positive approach and interest in the work of the practice
  • Flexible approach in order to assist the wider team and/or to meet document or client deadlines
  • Ability to filter information, assess priorities and meet tight deadlines
  • Excellent client care skills
  • Excellent organisational and administrative skills

Type

Private Practice

Salary

Competitive