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Legal Secretary - niche US Law firm at Liverpool Street

  • Location

    City of London

  • Sector:

    Legal PA & Secretarial

  • Job type:

    Permanent

  • Salary:

    £40000 - £43000 per annum

  • Contact:

    Lee Laming

  • Contact email:

    lee@jmlegal.co.uk

  • Job ref:

    LL/SUL/LL_1655217766

  • Published:

    22 days ago

  • Expiry date:

    2022-07-14

  • Startdate:

    ASAP

  • Consultant:

    Lee Laming

Legal Secretary to support 3 Partners dealing with M&A, Employment and Intellectual Property law - US Law firm at Liverpool Street paying £43,000.

Duties and Responsibilities:

  • Managing calendars and scheduling requirements - including arranging meetings (internal and external), Zoom and telephone conferences, entering, updating and follow up of Outlook Tasks for yourself and your reports; to anticipate the need for background briefing material and ensuring it is available in the advance of meetings.
  • Scheduling cost effective air/hotel/ground transportation. Creating detailed travel itineraries (including smooth transition between time zones). Coordination with travel agent and manage international travel processes (including, but not limited to passport, visa requirements, hotel accommodation, car transfers - making sure all details are recorded in diaries).
  • Completing and filing expense reports.
  • Monitoring emails; screening and prioritising messages; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages.
  • Typing and formatting documents and correspondence including amending corporate agreements (demonstrating excellent Word/formatting skills), running comparisons using Workshare, both copy typing and Olympus digital dictation; proof-reading and checking documents to ensure quality management and control.
  • Drafting and amending PowerPoint slides for speaking presentations and pitch documents.
  • Dealing with enquiries from clients, colleagues and third parties in a prompt and professional manner providing an effective transfer of information.
  • Entering timesheets.
  • Organising and maintaining up to date filing system, both hard and soft copy, to ensure effective document management including email filing.
  • Opening new files, carrying out conflict checks, creating new clients and matters, collating all relevant and specific KYC documentation and making sure engagement letters, and all other relevant documents are in place and meet deadlines.
  • Arranging lunches, dinners (including sourcing private dining facilities) and events.
  • Ensuring preparation time to review documents/papers. Acting as a gatekeeper and as a communication channel in a diplomatic and courteous manner.
  • Managing business-sensitive information in a professional manner and maintaining highest levels of confidentiality.
  • Updating InterAction (Marketing database) with the Partners' contacts and clients, meetings etc.
  • Interacting with clients, maintaining and building client relationships.
  • Organising and prioritising a busy workload whilst maintaining a level-headed approach.
  • Supporting other members of the secretarial team and providing cover as and when necessary.
  • Other ad hoc duties which may not be listed above.

Knowledge, Skills and Experience

  • Substantial senior legal secretarial/executive assistant experience with supporting vocational, GCSE (grades A* - C), A-level or bachelor's degree qualification(s) and/or extensive practical experience with GCSE (grades A* - C) or A-level qualifications in English and maths or other subjects.
  • Strong up to date IT literacy skills/experience of MS Office including Word, PowerPoint, Excel, and Outlook. Knowledge of Adobe Acrobat Pro, InterAction, NetDocuments, and Zoom is a plus.
  • Excellent communication skills, both written and verbal.
  • Minimum typing speed of 65wpm with a good level of accuracy.
  • Strong attention to detail and time management skills.
  • Flexible and mature outlook, adaptable to changing priorities and comfortable managing workload and deadline pressures that may involve some occasional late working.
  • Excellent English language skills.

Personal attributes:

  • Must be able to pre-empt and demonstrate initiative in ensuring workload is managed effectively maintaining effective communication with the associates/partners at all times
  • Must have a flexible 'can do' approach and be willing to develop the role to ensure a high level of unsupervised support as far as can be attainable
  • Extremely detail oriented, with strong follow up

This is working for an incredibly friendly niche US practice based on the doorstep of Liverpool Street Station, which would suit an experienced Legal Secretary who has a can do attitude.