Job Details

Owen Reed is looking to Recruit a Tax Legal Secretary for a top firm in London.

Purpose of the Role: To provide a full secretarial and PA service for a selection of Partners, Associates and PSL’s.

Reporting Line: Secretarial Team Leader and Secretarial Services Manager.

Hours: 9:30 a.m. to 5:30 p.m. with flexibility in accordance with the needs of the business.

Hybrid : 3 days in the office, 2 days WFH

Responsibilities of Legal Secretary:

Technical:

• Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;
• Organising regular international travel arrangements and preparing itineraries where necessary;
• Preparing material (often using PowerPoint) for presentations;
• Attending monthly meetings with your allocated Partner and Accounts team to assist with WIP and billing;
• Quick and accurate preparation with a high volume of bills on a monthly basis ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required and answering any queries relating to bills;
• Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary.
• Accurate proofreading of documents, paying particular attention to headers/footers;
• Assisting with timesheet posting if required;
• Use and update InterAction;
• Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary;
• Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role);
• Photocopying, filing and other general administrative duties.

Personal Management

• Filing of paper documents, electronic filing and keeping administrative files up to date;
• Follows firm's archiving process as set by Records Management;
• Closing files promptly, transferring files over when a fee earner leaves, etc.
• Arranging courier deliveries;
• Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.

Client Focus

• Assisting with client queries in a professional and timely manner;
• Assist internal clients (all groups within the business) with queries and respond in a timely manner;
• Assisting with business development initiatives, i.e. organising client lunches, etc.

Communication

• Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible;
• Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries;
• Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.

Teamwork

• Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.

Results Driven

• Managing Partners’ e-mails as required and dealing with e-mail queries when appropriate;
• Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IT issues and resolves accordingly;
• Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders.  Co-ordinates a file where this may be cross-group.

Qualifications:

• Educated to GCSE or equivalent, A Level preferable.
• Minimum RSA II typing.
• A secretarial qualification an advantage.

Experience/Legal Secretary Specification:

Experience:

• Knowledge of Tax work within a legal environment preferable.
• Experience of working in a partnership environment
• Experience supporting senior and high profile individuals

Technical Abilities of Legal Secretary:

• Accurate spelling, grammar and punctuation.
• Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.
• Typing speed 60 wpm +

Personal attributes of Legal Secretary:

• Personable, flexible and enthusiastic approach to team work;
• Good, articulate telephone manner;
• Self-starter, ability to use initiative and provide pro-active support to fee-earners;
• Ability to pay attention to detail, particularly with emails, and to check own work;
• Reliable and well organised.
• Ability to work under pressure within strict deadlines and takes responsibility for their work.