We are recruiting a Senior Secretary to join the Finance hub in our London office.
In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing. These opportunities were not possible with the traditional model.
We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.
Levels of Role
- Legal Admin Lead – Oversees the effective operation of practice group legal administration support teams, working in close collaboration with the Team Leader to ensure smooth day to day operations.
- Team Leader – Manages and takes responsibility for the efficient running of the team. Oversees incoming workflow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
- Senior Secretary – Takes ownership for the efficient running of the team by role-modeling as an effective and responsible team member and acts as workflow supervisor where required.
- Secretary – Provides general secretarial and administration services as part of the secretarial team.
- Team Apprentice – An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.
Main Duties and Responsibilities
- Provide high level support to partners and fee earners as a trusted advisor.
- Act as a role model and mentor to less experienced members of the team by sharing knowledge and best practice.
- Complete practice group specific tasks to develop specialist expertise (e.g. super-user on specific tools, knowledge management support).
- Utilise skill in influencing stakeholders – quickly building rapport and being seen as a trusted advisor.
- Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise.
- Collaborate closely with the Billing Team to deliver seamless support to partners and fee earners.
- Ensure accurate and timely use of our client relationship management system to facilitate matter opening, maintenance, closure and archiving, expenses and disbursements. Occasionally record time for fee-earners when required (including non-billable productive time).
- Understanding DLA Piper document management processes (iManage).
- Coordinate internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place.
- Assist fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner.
- Utilise document production for the creation of all first draft documents.
- Organise and assist with client functions, entertainment and seminars, as required.
- Arrange complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
- Assist the billing team in returning client balances and other adhoc cash management tasks.
- Assist on ad-hoc projects as and when required, for example managing bundles, supporting team events, etc.
- Any other secretarial or administrative duties as required.
About You
- Previous experience as a Secretary.
- Previous experience of document management systems.
- Knowledge of Microsoft Office Suite.
- Excellent diary management.
- Strong organisation and prioritisation skills.
- Good verbal and written communication skills.
- Applies knowledge and judgement to solve problems and make decisions.
- Experience of delegating to, and training, less experienced team members.
- Flexible approach to working practices in order to meet business needs.
- Friendly, personable and approachable.
- Adaptable and flexible approach.
- Conscientious and diligent.
- Remains calm under pressure.
- Eager to learn and develop skills.
- Adopts a can-do attitude.
- Works cooperatively with colleagues across teams and functions.
- Shares knowledge and supports colleagues to achieve collective goals.
We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.
Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.
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