Owen Reed is looking for a Secretary for a top law firm in London.
12-Month Fixed Term Contract | Hybrid Working (3 days office / 2 days home after probation) | Full-Time
This is an excellent opportunity for an experienced Legal Secretary to join a highly regarded law firm in London. You will provide proactive, high-quality support to fee-earners, enabling them to focus on delivering exceptional legal services to clients.
The Role
Reporting to the Secretarial Manager, you will deliver comprehensive secretarial and administrative support to Partners and Associates. This is a fast-paced and varied position requiring strong organisational skills, initiative and a client-focused mindset.
Key Responsibilities
Diary & Inbox Management
Proactively manage complex diaries and coordinate internal and external meetings
Identify and resolve scheduling conflicts
Monitor and prioritise emails and correspondence
Respond to and file emails on behalf of fee-earners where appropriate
Arrange meeting rooms, video conferencing, taxis and hospitality
Liaise confidently with internal and external stakeholders
Travel & Expenses
Organise travel through the firm's travel provider (flights, hotels, transfers)
Prepare detailed itineraries
Order currency and process expense claims (Chrome River)
Submit travel invoices and monitor payment progress
Administrative & Matter Management
Manage new client matter opening processes
Organise file management, closing and archiving
Ensure documents are correctly filed electronically and physically
Submit invoices via Accounts Payable and monitor billing progress
Assist with WIP reporting and support the billing process (AX system)
Support time recording processes (Intapp)
CRM & Business Development Support
Maintain and update InterAction (CRM system)
Update Outlook contacts and SharePoint pages
Support pitch and bid submissions, ensuring deadlines are met
Maintain and update fee-earner CVs (CV Bank and website)
Assist with event management, RSVPs and delegate reporting
Prepare materials for client training, seminars and conferences
Document Production
Draft letters and correspondence
Proofread documents to a high standard
Prepare agendas, presentations and meeting papers
Coordinate formatting and edits with the Document Management Centre
Ensure pitch documents are submitted accurately and on time
What We're Looking For
Experience
Previous experience as a Secretary within a professional services environment (legal experience preferred)
Technical Skills
Strong Microsoft Office skills
Experience with document management and CRM systems
Knowledge of financial recording systems
Experience working with house styles and branding guidelines
Personal Attributes
Client service focused
Highly organised with strong attention to detail
Calm under pressure with excellent prioritisation skills
Professional, accountable and discreet
Strong communication skills at all levels
Team-oriented with a proactive approach