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Owen Reed are recruiting for a Junior Legal Secretary to join a top law firm in London.
Main purpose of the role:
To provide comprehensive, accurate and timely one-to-one support to the Partner, the ESG Lead and team. To be actively involved in supporting the ESG team and dedicated support to the team.
This role is for a proactive and highly competent Junior PA who will operate successfully in a pressurised and fast-paced environment, providing professional and client-focussed support to the Partner, ESG Lead and team. The individual needs to be adaptable to and supportive of change whilst sufficiently experienced to influence stakeholders and build relationships. The role will include undertaking complex tasks and projects and playing a critical role in managing all routine and daily administrative tasks. It would be advantageous for the Junior secretary to be interested in ESG and involved in all aspects of the team’s work.
Complex diary management for the Partner and ESG Lead ensuring the organisation and scheduling of the Partner’s and ESG Lead tasks, including the identification and resolution of potential challenges and clashes and re-organising and re-scheduling where necessary.
Organising prep meetings with the teams before client meetings take place, ensuring full diary management in advance.
Pro-active management to ensure the Partner and ESG Lead are fully updated on diary activities, attending meetings on time and with the appropriate documents/presentations. Acting as gatekeeper for the Partner and ESG Lead to manage diaries.
Co-ordination of both internal and external meetings on behalf of the Partner and ESG lead, including booking all required facilities. Sourcing off-site meetings venues, arranging logistics for such meetings and dealing with related expenses/invoices.
Planning and co-ordination of travel programmes to include liaison with overseas offices, booking flights, hotels, car transfers.
Proactive management of emails and post, using initiative to route emails to the appropriate individuals for swift response and actions, ensuring that these are followed up.
Prioritise correspondence to enable the Partner to focus on urgent matters. Bring urgent matters to the Partner’s attention.
Drafting high-quality correspondence, letters, documents, agendas, reports, presentations and spreadsheets for meetings and ensuring their timely distribution and distributing and arranging DMC to undertake presentations.
Responding to and typing/composing correspondence on behalf of the Partner.
Taking Minutes at meetings and producing action lists.
Production and maintenance of action lists for Partner, together with pro-active follow-up to ensure that actions are completed on time.
Building strong relationships with, and developing and maintaining a comprehensive knowledge of, internal and external clients, mandates and projects.
Dealing with invoices and expenses.
Maintenance of up-to-date and robust filing systems to ensure efficient document management.
Undertaking other activities as required by the Partner and the Central Management team.
Building a high reputation for the ESG, pushing initiatives, strategies and branding.
Client facing work, including M&BD team events and webinars.
Co-ordinating for the ESG team, taking ownerships, relationship building, being involved in Projects.
This role has no supervisory responsibility and no responsibility for budgets.
This role will report directly to the Partner. Other key liaison relationships are:
Group Heads of all national and international practice groups
Business Services Departments
Fee Earners and Secretaries in the Central Management team
Internal and external clients and contacts
A thorough understanding of working in a professional, service driven environment and of stakeholder / client / business confidentiality
Ability to maintain tact, diplomacy, trust and confidentiality
Confident and professional manner with the ability to build strong relationships with stakeholders and clients
Excellent communication skills and ability to interact at all levels
Forward thinking and proactive in their approach
Works well under pressure in an ever-changing environment
Collaborative and supportive of the business and its initiatives
Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
Strong organisational skills and excellent attention to detail
Anticipate and identify potential problems and provide innovative solutions
A strong team player
Demonstrate strength of character, resilience and tenacity in the face of challenge and resistance – and so able to drive change
Ability to build relationships with partners and colleagues and demonstrate good influencing and negotiating skills
Must have previous experience of extensive diary management within a professional services environment and preferably a partnership
Strong working knowledge of Microsoft Office suite of products, particularly Excel, Word and PowerPoint
To apply for this job email your details to email@example.com
I have used Owen Reed for many years now, mostly dealing with Jane who has been fantastic, consistently working hard to secure me a position. More recently, Anna (and Archie, who I must say is fabulous at preparing candidates for interview!), has been looking after me, staying in touch and keeping me updated with developments. Between us all we have managed to find me a brilliant opportunity, I am so happy! Owen Reed are my absolute go-to agency as they genuinely care about finding their candidates their perfect job.
Amazing experience with Anna at Owen Reed who successfully secured me a fabulous job ! Thank you to Anna for all your support and guidance!
Great service from Archie start to finish. Coached throughout the whole process kept informed in a timely manner very approachable and professional. Would highly recommend Owen Reed.
Spoke with Archie and she’s been the best recruitment person I’ve worked with. I went from having no job offers in three months to three in a week. Guided me through interviews and prepped me for potential questions so there wouldn’t be any awkward gaps or silences. Changed my whole approach when speaking to interviewers and my only regret is not speaking to Archie sooner 🤝
Working with Archie was one of the best experiences because she was amazing when it came to preparing me for interviews as well as ready and willing to answer any and all questions. Her help will be something I will always remember and would 100% recommend anyone to work with her!
I have been thoroughly impressed and a little blow away by the support received from Archie of Owen Reed. She first approached me about a couple of roles she was recruiting to and once it was decided that she would forward my resume to a prospective employer, supported me in every aspect of the process. She has kept me fully informed, has supported me with interviewing notes and a question and answer session and has given me 'confidence building chats' in preparation of my interview. Suffice to say, after having 2 interviews, I was offered the role which I am super excited about. Cannot thank Archie enough for her support. Would recommend her to anyone seeking a new Legal PA/EA role - she is great and an asset to Owen Reed. May you go from strength to strength Archie . . . thank you!
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