Our client is seeking a Legal Secretary to join their Jersey office. This role primarily focuses on providing essential secretarial and administrative support to designated fee earners, enhancing their efficiency in client-related work. The client promotes agile working arrangements and is open to discussions regarding flexible working needs for suitable candidates. The Legal Secretary will play a vital role in a collaborative team environment, ensuring that essential administrative tasks are handled proficiently. You will be responsible for a variety of secretarial duties, allowing fee earners to concentrate on their legal responsibilities.
JOB DUTIES:
- Assist with conflict checks and the creation of new clients and matters using InTapp.
- Provide company search assistance for the team.
- Perform typing, transcribing, and other word processing tasks with a focus on accuracy and speed.
- Manage filing and correspondence, ensuring all documents are organized.
- Handle telephone calls and manage conference call duties.
- Oversee diary management for fee earners.
- Check and process business-related expense claim forms.
- Ensure effective file management and archiving, capturing all matter opening data.
- Book meeting rooms, arrange necessary equipment, and coordinate catering services.
- Proofread and amend documents as necessary before finalization.
- Provide personal assistant support to partners as required.
- Assist with matter management and team billing processes using 3E.
- Add partner and fee earner contacts to the marketing and business development activities.
- Act as the first point of contact for correspondence and phone calls, dealing with inquiries efficiently.
- Support the team with matter administration and client billing.
- Format documents and agreements as required.
- Organise and manage internal and external events and engagements effectively.
- Maintain databases and filing systems systematically.
- Prepare for meetings and presentations, ensuring all materials are ready.
- Manage records and document control diligently.
- Schedule meetings and coordinate logistics for travel and business development.
- Organise business trips, client meetings, and small events for partners and fee earners, including managing client hospitality and in-house seminars.
JOB REQUIREMENTS:
- Previous legal secretarial or administrative experience is desirable, along with familiarity with legal documentation and terminology.
- Educated to A-Level standard or equivalent.
- Proficiency in MS Office applications is essential, particularly in word processing; experience with InTapp and 3E is advantageous.
- Strong typing speeds and accuracy are crucial for success in this role.
- Secretarial or administrative qualifications would be beneficial.
- Must demonstrate confidentiality and discretion at all times.
- Possess flexibility and adaptability to work in a dynamic environment.
- Exhibit excellent interpersonal and communication skills, as you will be the first point of contact for clients.
- Demonstrate strong written and verbal communication abilities.
- Be proactive in your work, capable of taking initiative when needed.
- Excellent planning and organisational skills are necessary.
- Ability to prioritise effectively under pressure to meet deadlines.
- Team-oriented with a flexible approach towards assisting colleagues in a collaborative environment.
WHAT YOU’LL LOVE:
This position offers the opportunity to engage in diverse responsibilities within a supportive team, helping you develop essential skills in a dynamic legal environment. You will benefit from a collaborative approach to work, with the chance to work closely with partners and fee earners, enhancing your professional expertise while enjoying the advantages of a flexible working arrangement.
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