Job Details

Owen Reed are recruiting for Virtual Legal Secretary to join a top Law firm.

The Virtual Legal Secretary will provide general secretarial and administration services as part of the secretarial team.  The Virtual Legal Secretary will work as part of a newly formed virtual team focusing on providing secretarial support to our practice group hubs, working closely with all of our UK Team Coordinators/Leaders. 

MAIN DUTIES AND RESPONSIBILITIES

Work as part of the virtual team to provide general secretarial and administration to the practice group hubs;

Assist the team in providing practice group hubs with effective and high quality secretarial support

Undertake all aspects of the role using the most appropriate tools and resources for the task to meet deadlines

Ensure clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (i.e. email instructions / discussions)

Follow team processes and procedures when undertaking tasks

Collaborate with team members on hub processes, procedures and solutions

Actively participate in team meetings

Develop prioritisation skills

Demonstrate flexibility and proactively contribute to the team's success by actively seeking to improve working processes

Communicate problems promptly to Team Coordinator or Senior Secretary

Seek help or clarification and confirm understanding when uncertain about a task or when instructions are not clear

Working collaboratively with the rest of the team, to deliver and provide a comprehensive secretarial/admin support service by:

Taking ownership and responsibility to ensure the work is undertaken in the most appropriate way to maximise efficiency;

Actively engaging with the workflow through the team inbox, directing work through it and taking appropriate work from it in priority order;

Organising meetings, ensuring rooms and conference facilities, video conference facilities are booked, liaising with attendees if necessary both internal and external and making sure that any required catering and technical equipment is in place;

Manage expectations in terms of deadlines and outcome of tasks assigned

organising travel arrangements through the travel desk, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries. Preparation of key documents including visas, correspondence (including invitation letters), travel invoices, expense claims and maintenance/filing of copies;

Understanding document management processes. Amending and re-formatting documents when appropriate to do so, ensuring that completed documents are delivered accurately and to a consistently high standard;

Supporting the virtual secretarial team by ensuring the timely completion of the team's shared work, ensuring work of an appropriate level is dealt with according to priority;

Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload;

Organisation of file management, including opening and closing of files and ensures that all relevant documents are filed electronically;

Understanding the client matter opening, client reporting and client balances processes.