Description
We are seeking a highly organised and efficient Secretary to provide administrative support to our practice and business services team. You will be responsible for providing high-quality, efficient, and effective secretarial support, including document production, meetings and travel management, client relations, billing, payment, mail and filing, risk management and compliance, and business services support.
Document Production You will undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and available resources, including typing from audio or manuscript with a high level of accuracy, preparing PowerPoint presentations, drafting correspondence and emails, and undertaking photocopying, printing, scanning, and faxing as required.
Meetings and Travel Management You will manage principals' calendars and diaries, arrange conference calls and meetings, coordinate travel arrangements, and assist in the planning of key meetings.
Client Relations You will take ownership of keeping client contact details up-to-date, deal with internal and client calls, and arrange client meetings and lunches.
Billing You will confirm all information required on bill request forms, generate and print billing guides, and follow up on billing actions.
Payment You will confirm information required for Payment and Staff Reimbursement forms, complete the forms, and arrange for authorisation before submitting to Finance for processing.
Mail and Filing You will deal with incoming and outgoing mail, monitor emails, and maintain accurate filing systems.
Risk Management and Compliance You will assist in completing matter opening forms, comply with matter naming conventions, and support principals in disseminating engagement and matter-specific confirmation letters.
Business Services Support You will work with members of business services on admin-related tasks, including arranging meetings, photocopying, and formatting pitch documents and presentations.
Characteristics, Skills & Experience Required You will be a committed team player with excellent communication and interpersonal skills, adaptable and flexible, with strong organisational skills and attention to detail. You will have experience in a professional services/corporate environment, supporting senior partners or executives in a fast-paced environment.
Education/Qualification You will have O Levels and A Levels, a Diploma Course in Executive and Secretarial Administration (or equivalent), and preferably a degree or associate degree programme.
Languages You will be fluent in English, with a second language an advantage.
Practical Experience You will have experience supporting senior partners or executives in a fast-paced environment, preferably in an international law firm.
Office Skills You will be IT literate with a high level of proficiency in Microsoft Office, particularly Word, PowerPoint, Outlook, and Excel.
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