Job Details

Jazz Personnel have an exciting opportunity for an experienced Legal Secretary to join our client, a dynamic, rapidly expanding global law firm based in Newcastle.

If you are an enthusiastic Legal Secretary with a passion for self-development, this could be the career move for you!

Key Responsibilities:

• Develop and maintain a comprehensive knowledge of clients, live matters and projects;
• Understand priorities, potential issues, sensitivities and key clients and practically apply this knowledge to support Partners and Fee Earners across a range of activities;
• Act as the key liaison point between clients (both internal and external) and take full responsibility for handling incoming queries/issues. Assess, priorities and follow up requests and actions, whilst managing clients’ expectations;
• Provide effective mailbox management on behalf of Partners and Fee earners; screen communications to act as a gatekeeper, draft emails and basic responses where possible; ensure all requests are followed up in an accurate and timely manner and escalated when necessary;
• Robust and detail diary management; coordinate and arrange meetings to best utilise time; proactively manage diary conflicts and ensure Partners and Fee Earners are prepared in advance of meetings with all associated documentation and details;
• Suggest and arrange keep in touch client visits/other meetings;
• Manage contacts in Outlook and ensures post meeting follow ups occur;
• Arrange travel effectively and efficiently; plan for contingencies and anticipate additional requirements. Build extensive knowledge of Partner and Fee Earner preferences;
• Draft emails and letters on behalf of Partners and Fee Earners where applicable;
• Establish and maintain an efficient, effective and up to date manual and electronic filing system and other administration systems with the ability to quickly store and retrieve key documents;
• Carry out advanced research/request information from relevant support teams to provide detailed information regarding clients and companies where required
• Support projects and work streams and manage delivery of tasks to timescales;
• Assist with organisation, administration, co-ordination and logistics for small events and conferences as well as internal seminars and meetings;
• Has full knowledge of work streams from inception to completion;
• Undertakes all necessary actions and completes all paperwork in relation to new client instructions, including matter/client opening forms, conflict checking processes, ensuring all anti-money laundering regulations are complied with and preparation of engagement letters;
• Regularly facilitate knowledge sharing within the team and ensures relevant information is disseminated accordingly;
• Operate an effective aide memoire system to prompt Partners and Fee Earners to meet all deadlines;
• Proactively build a professional network with key stakeholders and support teams within the business.

The Ideal Candidate

• Excellent communication skills, with the ability to work confidently and collaboratively across functions
• Self-motivated, disciplined individual with excellent problem-solving skills
• A calm, clear thinker with keen attention to detail; a multi-tasker who enjoys a fast-paced working environment
• A desire to take ownership and see a task through to completion
• Excellent customer service skills with a positive can-do attitude
• Strong organisational skills with experience of managing end to end tasks that require multiple touch points
• Strong technical skills with sound knowledge of Microsoft packages e.g. Word, Excel, PowerPoint

Do not miss out on this fantastic opportunity, apply now