Job Details

Owen Reed are recruiting for a Float Legal Secretary to join a top Law Firm.  The Legal Secretary will be providing cover for the largest department (Commercial Real Estate) as well as other departments.

The Legal Secretary will focus on providing cover for legal secretaries in various departments when they are on annual leave/long term sickness/for other urgent needs etc.

Key Duties
• Able to prepare, edit and proofread all documents adhering to house-style, either from digital dictation, general instruction or by personally drafting, with fastidious attention to detail and focus on quality. 
• Pro-actively and accurately managing Partners' and fee earners' inboxes and calendars ensuring all arrangements are made and rooms booked, reviewing and forwarding internal and external mail including effectively managing Partners' matters when they are out of the office; 
• Promptly and efficiently dealing with all tasks allocated; including but not limited to e-filing; paper filing; digital dictations; document mark-ups, administration and any other work given with a non-hierarchical approach; quality checking of all work; and all general maintenance of client files and folders.
• Excellent management of communication including ensuring skype access is set up, telephone calls are answered on behalf of fee earners and that accurate messages are recorded. 
• Responsibility for managing monthly billing process including preparing, drafting and submitting all bills electronically, preparing WIP reports and setting up meetings for the partner, drafting time narratives where necessary and ensuring all invoices are subsequently sent out.
• Proficiency using all aspects of Land Registry portal, completing Land Registry forms, and ordering searches via Searchflow/TM Argyll is essential.
• Efficiently and proactively managing all AML and compliance requirements, client opening procedures including preparing client care letters and all associated administration duties including and submitting of hospitality reports on AML database.
• Arranging travel to include booking of travel and preparation of itineraries.
• Effective liaison with other team secretaries in relation to day to day working and in cases of holidays and absences providing assistance to partners and fee earners as and when required.
• Effective liaison with, and support of, DP and Admin functions to ensure maximum efficiency around who does what to drive client service delivery successfully.
• Assisting the partner with all BD related activities including understanding key clients and building relationships with key clients, pitches, client events, BD mailings, updating Outlook contacts and arranging for expenses to be submitted in a timely manner.