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.
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