Legal secretary

In this role, you will deliver top-notch secretarial services while supporting our Listings team and legal practitioners.

Key Responsibilities:

• Provide comprehensive secretarial support to lawyers, including but not limited to:
  • Implementing and managing the billing and collections system, including drafting invoice narratives.
  • Arranging the opening, closing, and archiving of client accounts and files.
  • Opening new matters in the appropriate systems and adding relevant data as needed.
  • Keeping records of business development activities conducted by the lawyers.
  • Conducting conflict searches for new file openings and handling all Know Your Customer (KYC) matters.
  • Managing meeting schedules and diary appointments.
  • Ensuring compliance with the firm’s house style and standards.
  • Redacting, editing, and organizing correspondence and documents in the electronic matter files, including preparing “blacklined” documents.
  • Responding to internal and external inquiries via telephone professionally and courteously.
  • Photocopying and scanning documents as required.
  • Maintaining and updating client contact details in both the lawyers’ personal database and the firm’s main database.
  • Collaborating with other secretarial team members to ensure high-quality work and meet deadlines.
  • Providing coverage for absent colleagues as necessary.
  • Preparing closing bibles and managing their production as needed.
  • Drafting court pleadings, legal documents, and correspondence.
  • Compiling and indexing court bundles in preparation for hearings.
  • Maintaining accurate records and correspondence related to client files.
  • Liaising with clients under lawyers’ directives and firm policies.
  • Adhering to firm policies relevant to the role.
  • Participating in special projects related to the firm’s and lawyers’ practice areas as required.
  • Performing any other duties appropriate to the role, including outside regular working hours when necessary.

Requirements:

• A recognized legal secretarial qualification from a reputable institution or a minimum of five years of proven experience in a leading corporate law firm.
• Proficiency in Microsoft Office applications, Adobe Acrobat, Aderant Expert, Sharefile, and internet navigation for research purposes.
• Ability to work independently and collaboratively as part of a team.
• Tact and diplomacy in handling confidential matters.
• Clear and effective communication skills, both verbal and written, with attention to high-quality correspondence.
• Proficiency in using and updating computerized systems, and a genuine interest in enhancing IT skills.
• Commitment to continuous improvement by evaluating work systems and promoting innovative ideas.
• Conducting oneself in a professional, courteous, and respectful manner at all times.