Legal Secretary

Job Description

Job Description

Legal Secretary

This opportunity offers the chance to join at an early stage and support the development of the firm’s US practice as a legal secretary within its Private Client team.

This is a key support role providing high-level administrative and organizational assistance to partners and lawyers, ensuring the efficient delivery of client work and day-to-day operations.  This is an exciting opportunity to become part of an international law firm and support attorneys within a fast-paced, collaborative and professional environment.

Roles and Responsibilities 

Attorney & Practice Support

• Provide proactive administrative and legal support to attorneys and legal teams;
• Manage complex calendars, scheduling meetings, conference calls and appointments across multiple time zones;
• Coordinate domestic and international travel arrangements, including itineraries, accommodation and expense processing;
• Prepare, format, proofread and amend legal documents, correspondence, presentations and reports;
• Assist with document production, filings and execution processes;
• Open new matters and assist with client onboarding procedures;
• Organize and maintain electronic and hard copy filing systems in accordance with firm procedures;
• Liaise with clients, external counsel, vendors and internal departments in a professional and confidential manner

Document & Transaction Support

• Prepare engagement letters, legal documents and closing materials;
• Assist with document management and version control;
• Coordinate signature processes and manage execution copies;
• Support preparation of presentations, pitches and business development materials;
• Assist with printing, scanning, bundling and document distribution as required.

Team & Office Support

• Support visiting attorneys and colleagues from international offices;
• Coordinate meetings, conference room bookings and catering arrangements for client and internal meetings;
• Receiving and sorting incoming mail where required;
• Assist with wider office administration tasks where required;
• Build strong working relationships across legal and business support teams;
• Contribute positively to the collaborative culture of the office.

Skills and Experience

• Previous experience working as a Legal Secretary, Legal Assistant or Executive Assistant within a law firm or professional services environment;
• Experience supporting attorneys within Private Client;
• Strong working knowledge of Microsoft Office Suite, including Word, Outlook, Excel and PowerPoint;
• Experience with legal billing and document management systems desirable;

Person Specification

• Excellent written and verbal communication skills, with the ability to present complex information in a clear and concise manner;
• Proven ability to build and maintain effective working relationships with a wide range of stakeholders;
• Demonstrates flexibility and adaptability in a fast-paced and changing environment;
• Excellent organizational skills with the ability to effectively manage multiple priorities to tight deadlines;
• Strong attention to detail and proofreading capability;
• Professional, proactive and client-service orientated approach;
• Demonstrates reliability and discretion, with the ability to handle confidential and sensitive information appropriately.

Compensation and Benefits
•    Salary range: $75,000-$100,000 per year, commensurate with experience
•    Benefits include health, dental and vision coverage; life insurance and disability; paid time off
•    Hybrid working - Our legal secretaries work in the office 4 days per week, with one day working from home