Owen Reed is looking to recruit a motivated Secretarial Services Coordinator to join top law firm in London.

POSITION OVERVIEW:

To provide administrative and secretarial support to the Associate Director Secretarial Services with the daily management of the secretarial team and act as a back-up. Work collaboratively with legal and non- legal staff to efficiently support Firm/client business needs. In addition, work closely with business support teams on various projects and to meet departmental needs.

JOB DESCRIPTION/REQUIREMENTS:

• Monitor absence calls or emails and ensure any secretarial absence is communicated to the Associate Director Secretarial Services and HR immediately.
• Assign alternate cover for sickness absence, notify attorneys/teams accordingly, and contact IT to request out of office message notifications.
• Respond to and co-ordinate secretarial holiday and personal time requests ensuring sufficient resources in place.
• Approve absences through PeopleSoft and update internal schedules/spreadsheets accordingly on a daily basis.
• Assist with approving payable time within PeopleSoft.
• Source secretarial support for visitors via requests from Reception as and when requested.
• Arrange overtime cover where applicable for holidays and other absences, keeping internal records updated.
• Prepare and distribute weekly holiday cover lists to relevant departments.
• Collation of Bank Holidays and Christmas holiday requests for final approval by Associate Director Secretarial Services.
• Liaise with secretaries to identify any training needs and discuss with Associate Director Secretarial Services.
• Collaborate with the Document Services Co-ordinator and/or Manager to ensure document work requests are dealt with in an efficient manner.
• Assist in the co-ordination of the mid and annual performance review process, including notetaking.
• Assist in the recruitment and on-boarding process, arranging welcome lunch, office tour and introduction to secretarial team for new secretaries.
• Assist with Firm-wide special projects.

To undertake any other tasks or responsibilities which reasonably fall within the remit of this position.

QUALIFICATIONS

Education, Work Experience, Skills

• Previous experience as a Secretarial Coordinator.
• Excellent time management and organisational skills.
• Excellent writing and communications skills.
• Excellent accuracy, attention to detail and follow-through skills.
• Ability to multi-task, prioritise and maintain focus in a demanding environment.
• Ability to work with many different personalities in sometimes pressurised situations, remaining calm at all times.
• Ability to solve problems on an immediate basis and work using iniative.
• Ability to maintain confidentiality.
• Ability to remain customer focused.
• Ability to demonstrate a flexible and hands-on attitude; responding effectively to rapidly changing circumstances.
• Excellent team player and strong interpersonal skills.
• To become a reliable, trusted and effective support to the Associate Director Secretarial Services and others.
• Flexibility to work additional hours when required to support the needs of the team.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Technologies/Software

• Excellent IT skills (MS Office including Outlook, Word, Excel and PowerPoint).