Owen Reed are looking to recruit an Evening Legal Secretary to join a top law firm in London.
To provide a wide-ranging legal secretarial and support function for a senior Partner, who is London based. To work closely with the Legal Secretary who supports the senior Partner during the daytime. To be responsible also for providing support to the Visiting Foreign Lawyers and Consultants, who are part of the London office Internship Programme. In this sophisticated, multi-national practice, a team-oriented, proactive and enthusiastic approach is essential.

The role will be located at the Park Lane office, but the Firm may require you to work at any of the UK offices if business demands require it.

General Responsibilities

• Carrying out all secretarial services, including at times lengthy document production, editing and formatting.
• Preparing documents, letters and memos from the Firm’s templates.
• Answering and dealing with telephone calls and correspondence.
• Using the Firm’s technology, including all Microsoft Office applications, information and document management systems.
• Organising and maintaining electronic and hard copy filing systems.
• Carrying out conflict checks and opening new clients and matters on the database system.
• Managing diaries and schedules for fee earners, including at times complex travel arrangements, preparing itineraries and addressing last minute changes.
• Liaising with clients and other third parties to organise internal and external meetings and conferences.
• Handling time entries for fee earners.
• Processing expenses and preparing invoices for clients as and when required.
• Communicating and liaising with colleagues and the Firm’s other offices on day to day matters.
• Maintaining a professional and effective dialogue with clients with exemplary client care, proactively supporting Firm-wide client service initiatives.
• Maintaining an up to date and accurate client contact database (InterAction).
• Assisting other secretaries, fee earners and staff as required.
• Covering secretarial support during absences including, but not limited to, holiday and sickness.
• Covering other support functions as and when required.
• Liaising with other support functions (Reception, Facilities, Reprographics, IS, etc.).

Required Skills

• Fully proficient in word processing and document production with a fast and accurate speed.
• Proficient in all Microsoft Office applications, in particular Word and PowerPoint with the knowledge to resolve complicated formatting issues, charts and tables etc.
• Knowledge of document management systems (e.g. iManage, Teams / OneDrive ) and client databases (e.g. InterAction).
• Familiar with the workings of an international law firm.
• Confident interpersonal skills with the ability to communicate at all levels with clarity, timeliness and appropriateness to achieve a positive outcome.
• Project and time management skills – ability to manage assignments, organise and prioritise work.
• Attention to detail with the ability to complete assignments with minimal supervision, especially as working largely outside of core business hours.
• Appreciates the need for accurate and error-free work.
• Team orientated with the ability to build strong working relationships with staff from all offices across the Firm, internal and external clients.

Preferred Qualities

• Team player with a willingness to offer help to others.
• Confidentiality and discretion.
• Organisational skills.
• Professional and confident with the ability to represent the Firm to external clients.
• Committed, enthusiastic and proactive.
• Very flexible with a positive attitude.
• Common-sense approach.
• Willingness to work longer hours during busy periods.
• Confidence to ask questions and make suggestions.