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11 months ago
Location: London
Job type: Permanent
Category: Company Secretary Jobs

To provide high quality support to responsible Principals

Key Dimensions

• Primarily to act as Legal Secretary to designated Partners
• Undertake all aspects of the legal secretarial role using the most appropriate tools and resources for the task to meet deadlines
• Demonstrate flexibility and proactively contribute to the group’s success by actively seeking to improve working processes
• Anticipate needs of clients and colleagues and take action accordingly
• Provide full billing support

Key responsibilities and challenges

Administrative duties

• Diary management – arranging meetings and conference calls, liaising with clients, prioritising and rescheduling meetings as appropriate (must be able to anticipate Partner(s) needs in scheduling diary)
• Proactive monitoring and management of emails as required
• Co-ordination of travel arrangements and itineraries (often in conjunction with other legal secretaries), booking flights, hotels, arranging currency, taxis and compiling a folder of documents for trips as necessary
• Prompting processing of expenses (including invoicing/Readsoft queries)
• General administrative tasks e.g. photocopying, scanning, printing, archiving, hard copy filing.
• Ensuring Billing is up-to-date (using NIM)
• Assisting in the organisation and preparation of materials for events / away days / conferences as necessary (by telephone, Skype for Business or face-to-face as appropriate)
• Assisting with ad-hoc projects

Client Relationship Management

• Interacting professionally and confidently with Partner(s) and clients
• Managing confidential data
• Entering, maintaining and updating client details and relevant information in the firm’s Client Book system (InterAction)
• Collating and circulating agendas as appropriate
• Collating and printing papers for meetings


• Dealing with internal and external telephone queries
• Acting as a gatekeeper to the Partner(s), dealing with requests or passing them onto the relevant person as appropriate
• Monitor post/emails as appropriate
• Building rapport with secretaries, internal functions and relevant personnel at key clients
• Working with and assisting the other legal secretaries where necessary

Document production

• Typing and checking documents and making amendments as necessary
• Proficient in the use of Word, Powerpoint and Excel, in order to assist in the preparation of documents, presentations, spreadsheets and charts

Billing and financial hygiene

• Start Matter checklist
• Preparation of the Engagement Letter/Terms of Business/submission to engage! and following up where engagement terms not in place
• Ensure all quotes are recorded appropriately and follow up on those that were unsuccessful
• Fee-reporting/Fee updates to clients; (i) ensuring that regular fee updates are given; (ii) engaging with the Partner(s) where necessary to adjust the on the clock number to reflect the quote etc.; (iii) stress testing work done against scope of work (i.e. monitoring fee deals do not exceed agreed limits) and (iv) ensuring time recording and narratives are properly entered
• Attend monthly WIP meetings to identify all billable matters and lead push to obtain breakdowns (either themselves or through appropriate secretary dependant on fee earner / client) review together with MM. Arrange time transfers, drafts, send to client for approval, then arrange for final bills and send to client
• Debt monitoring - prompting follow-ups once the bill is issued to try to bring down debtor day (i.e. checking if bills have been paid and monies received). If a matter is monthly billing, ensure follow up process is followed appropriately



Friendly, personable and approachable
Excellent communicator
Adaptable and flexible
Confident and professional
Conscientious and diligent

Education / Qualification

At least 5 years’ experience working as a Secretary / PA / Legal Secretary
Secretarial experience working in a busy professional services / corporate environment and juggling competing demands / multiple tasks

Office skills

IT literate with high level of proficiency in Microsoft Office suite (Excel, Powerpoint, Word, Outlook)
Skype for Business
Excellent diary management
Document management and filing efficiently
Excellent telephone manner

Commercial Skills

Organisation and ability to manage time to complete multiple tasks and prioritise efficiently under pressure
Proactive and enthusiastic, positive can-do attitude
Excellent communication and interpersonal skills and able to develop relationships with people of all levels and deal with them professionally at all times
Integrity and ability to maintain confidentiality
Ability to work independently and as part of a team
Flexible and receptive to change in line with business demands
Ability to remain calm under pressure
Ability to exercise judgement and take responsibility for and conclude actions
Good problem solver; able to offer practical solutions
Excellent attention to detail
Commercially aware, understand internal and external clients
Ability to achieve quality and deadlines by effective collaboration and managing work through others

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