Legal Secretary

About the role

The Legal Secretary provides high-quality, efficient and effective secretarial support to the practice and business services, with secretarial tasks managed centrally through a workflow tool called ServiceNow. The role also covers a limited number of tasks for the candidate's soft-link lawyers.

Key responsibilities

• Document production: type documents from audio or manuscript accurately, proofread, prepare PowerPoint presentations and Excel spreadsheets, draft correspondence and handle photocopying, printing, scanning and faxing.
• Meetings and travel: manage principals' calendars, arrange conference calls, 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, answer calls and phones, deal with visitors, arrange client meetings and lunches, and prepare handover notes.
• Billing: complete bill request forms, generate and review billing guides, follow up on billing actions, prepare invoice cover letters, track WIP/debt and liaise with the costs team on disbursements.
• Risk management and compliance: complete matter opening forms, follow the matter naming convention, and help send engagement letters and confirmation letters.
• Business services support: help with meetings, invoices, marketing updates, brand compliance, client event organisation, newsletters, basic IT questions and research.
• Miscellaneous: attend training, support IT rollouts, process medical claims and handle 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 or executives in a fast-paced setting; international law firm experience desirable.
• English; a second language is an advantage.
• Team player with strong communication, organisation, attention to detail, confidentiality and ability to cope with pressure.

Required skills

• Microsoft Word, Docs, PowerPoint, Outlook and Excel (high proficiency)
• Typing speed of at least 60 wpm
• Visio, Intapp, Salesforce, M365 Copilot and Interaction (desirable)