Legal Secretary

About the role

Linklaters is looking for a Legal Secretary to provide high-quality, efficient and effective secretarial support to its practice and business services. Secretarial tasks are managed centrally through a workflow tool called ServiceNow, which supports all lawyers and Business Teams, and you will also carry out a limited number of tasks for your linked lawyers.

Key responsibilities

• Document production: type from audio or manuscript accurately, proofread documents, prepare PowerPoint presentations and Excel spreadsheets, draft correspondence and handle photocopying, printing, scanning and faxing.
• Meetings and travel: manage principals' calendars, arrange conference calls and meetings, co-ordinate travel, flights, accommodation and expense claims, and prepare papers for key meetings.
• Client relations: keep client contact details up to date in the Client Book, run searches for meeting preparation, deal with calls and visitors professionally, and arrange client meetings and lunches.
• Billing: complete bill request forms, generate and review billing guides, follow up on billing actions, prepare invoice cover letters, track WIP and debt, liaise with the costs team, and support trainees and paralegals with production and timesheets.
• Payments: confirm payment and staff reimbursement information and arrange authorisation before submission to Finance.
• Filing and risk management: maintain hard-copy and electronic filing systems, archive completed files, and assist with matter opening forms, naming conventions, engagement letters and engagement confirmation letters.
• Business services support: arrange meetings, photocopying and invoices, liaise with marketing on CV updates, format pitch documents and newsletters, and answer basic IT questions.
• Miscellaneous: attend training, support IT system rollouts such as Sophia, process medical claims, and take on ad-hoc administrative tasks.

Required profile

• O Levels and A Levels; Diploma in Executive and Secretarial Administration (or equivalent); degree or associate degree desirable.
• Experience in a professional services or corporate environment, supporting senior partners, executives or other senior stakeholders in a fast-paced setting.
• International law firm experience desirable.
• English; a second language is an advantage.

Required skills

• IT literate, with high proficiency in Microsoft Word, Docs, Corp Compare, PowerPoint, Outlook and Excel; Visio, Intapp, Salesforce, M365 Copilot and Interaction desirable.
• Typing speed of at least 60 wpm.
• Team player with strong organisational skills, attention to detail, confidentiality and ability to cope with pressure.