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