The role of Secretary involves supporting fee earners in the day-to-day administration of matters within a professional services environment. This full-time position is based in St. Helier, Jersey, with the successful candidate reporting to the Secretary Team Lead and the Executive Assistant to the Head of Office. Daily responsibilities will include managing documents using various applications such as Microsoft Word, Adobe Pro, and PowerPoint, and ensuring effective diary management and communication. Additionally, the Secretary will handle the scheduling of meetings, manage business travel, and oversee the billing process, including liaising with clients as needed. This is an exciting and highly rewarding opportunity, ideal for professionals who are eager to join a collaborative team and contribute to an ethical workplace that prioritises diversity and inclusion.
Job Duties:
- Create, edit, amend, copy type, and re-format documents using Microsoft Word, Adobe Pro, and PowerPoint.
- Manage diaries and respond to calls promptly.
- Monitor and circulate hard copy post and other documents effectively.
- Schedule meetings and conference calls, both externally and internally.
- Manage business travel arrangements, including preparing presentations and marketing trip notes.
- Liaise with colleagues for outstanding prebills, timesheets, and responses to queries.
- Assist with all aspects of billing, including the use of ADEX and liaising with clients.
- Conduct conflict searches in collaboration with the Conflicts Team.
- Assist in drafting and finalising legal documents.
- Handle file opening, closing, and archiving processes.
- Welcome clients and organise meeting rooms, managing refreshment and Zoom requirements.
- Perform other ad hoc tasks such as maintaining up-to-date files and researching requests.
Job Requirements:
- Minimum of 3 years prior secretarial experience in a professional services firm.
- Proven experience in creating and updating legal documents.
- Familiarity with all aspects of billing processes.
- Proficient in Microsoft 365 and knowledge of ADEX, Adobe, iManage, Excel, InterAction, and PowerPoint.
- Excellent written and verbal interpersonal and communication skills.
- Strong prioritisation and organisational skills, with experience in diary management and meeting scheduling.
- Prior experience in accurately taking, typing, and distributing correspondence.
- Capable of handling a large and varied workload with a strong work ethic.
- Ability to maintain the highest standards of confidentiality and deliver high-quality work under competing demands.
What You’ll Love:
This role offers the opportunity to play a key part in maintaining and enhancing the jurisdiction’s reputation. The environment is collaborative, providing opportunities to develop skills in regulatory oversight, policy creation, and risk-based supervision. The organisation values professional growth and offers ample opportunities for training and career development.
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