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Legal Staff in London, London

Linklaters Sep 05,2014 Sep 01,2014 Location England London London
This job is expired...

Law Firm

Legal Staff

Corporate

Litigation - Foreclosure (Lender-side)

Min 1 yrs required

Profile

Legal Secretary - Corporate Group Duties: Responsible for the provision of a high quality secretarial support. Undertake all aspects of the secretarial role including administrative and support services as required using the most appropriate tools and resources for the task. Provide an excellent service to clients. Reporting to Group Secretary, Group Secretarial Partner, Responsible Principals. Responsible for the provision of high quality secretarial support. Undertake all aspects of the secretarial role including administrative and support services as required using the most appropriate tools and resources for the task. Provide an excellent service to clients. Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and available resources. Type from audio or manuscript, using house style documents and non house style. Proof read documents to ensure accuracy. Prepare PowerPoint presentations and Excel spreadsheets. Draft correspondence/emails. Undertake photocopying, scanning, printing and faxing. Manage principals’ calendars/diaries. Arrange conference calls, meetings, catering. Co-ordinate travel arrangements including taxis, accommodation and expense forms. Prepare and collate papers ahead of meetings. Assist in the planning for key meetings. Provide support such as welcome desk for client events. Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required/action. Deal with visitors in a confident and professional manner. Keep client contact details, CRM and lists up to date. Support client events by making bookings, getting tickets, issuing invitations. Assist in preparation of bills and bill narratives. Request draft bills and review for accuracy. Submit bills to the billing team and discuss with matter managers. Take responsibility for the processing and accuracy of invoice changes. Confirm client specific information required for billing purposes. Prepare e-mails and cover letters on behalf of matter manager for sending of invoices. Liaise with the costs team on disbursements. Assist in monitoring the billing process for principals. Handle billback for your principals (exceptions). Assist in opening new clients. Complete online matter opening process based on relevant information received. Liaise with principals, conflicts, matter management and finance teams on matter administration. Monitor work in progress and chase matter managers to bill. Deal with incoming and outgoing mail. Monitor emails as required and forward/action. Maintain update/reminder system of ongoing mail. Establish and maintain effective and accurate filing systems (hard copy and electronic) including archiving when complete. Support processes which minimise the Firm’s exposure to risk (i.e. Information Barriers and e-Filing). Submit timesheets for principals and record time for principals in their absence or as required and chase any missing time. Attend training as required to keep up to date with firm wide procedures. Work as part of a team to ensure time is used effectively; use all available Firmwide resources to meet pressured deadlines. Participate in group specific activities such as message desk. Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary and/or principals. Support Firmwide IT system rollouts. Support principals in the use of IT systems such as Sophia. Contribute (where required by Head of Secretarial services/Group Secretary) to Firmwide projects which relate to the Secretarial Services Function.

Qualification and Experience

Qualifications: 5 GCSEs or equivalent including English. Significant secretarial experience in a professional services/corporate environment. Typing speed of 60+ wpm. Demonstrate flexibility in supporting principals and fellow secretaries. Proactively contribute to the group/division/firms’ success by actively seeking to improve working processes, anticipate needs of clients and colleagues and take action accordingly.

Term: 9 months

Additional info

Ref LKUK1878

Company info