Job Details

Owen Reed are recruiting for a Junior Legal Secretary to join a top London law firm.  The Junior Legal Secretary will work within the Banking team.

The Junior Legal Secretary will provide effective and high quality secretarial support, through delegation from secretaries and fee earners, that appropriately meets fee earner requirements, enabling them to focus on providing legal services to clients. To help fee earners to maximise the amount of time they are able to spend fee earning, undertaking business development activities etc by assisting in the management of a fee earners’ day to day workload.

Main duties and responsibilities:
- Manage and maintain diaries, making appointments and coordinating internal and external client meetings, research interviews etc and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes. 
- Arranging the booking of conference rooms, video conference facilities, cars, refreshments, restaurants, and liaising with meeting attendees, both internal and external.
- Monitor post and/or emails, prioritising correspondence to enable fee earners to focus on urgent matters and using initiative to route emails to the appropriate individuals
- Responding and dealing with external or internal telephone calls and queries in a professional manner. 
- Organising travel arrangements through the travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries
- Typing and drafting where appropriate letters, correspondence, presentations, reports and legal documentation; proof reading all work to ensure that completed documents are delivered accurately and to a consistently high standard. 
- Preparation of agendas, presentations and meeting papers, including print production and timely distribution and chasing papers for meetings and ensuring that fee earners have papers and adequate preparation time.
- Formatting of bids, pitches and capability statements for clients typically in Word or PowerPoint
- Day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department/s when necessary
- Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based
- Demonstrate an understanding of the end-to-end billing process 
- Dealing with and submission of travel invoices and expense claims, and maintenance/filing of copies.
- Assisting secretaries and fee earners in updating information on the SharePoint intranet or in managing and maintaining particular pages. 
- Assist with the preparation of speaker CVs and formatting of speaker materials, RSVP management for events sponsored by own fee-earner by taking/responding to telephone and email enquiries from interested delegates