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Title : Legal Secretary
Location : District of Columbia - WashingtonRefer to Job # NSTV770745
Legal Secretary Duties: Working alongside leading lawyers, recognizes that Secretaries/PAs are an important part of the team. Provide a professional and efficient legal administrative service to Partners and other fee earners. Provide Partners and Associates with effective high-quality support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. Support with effective calendar management; all matters with regard to finance; travel arrangements; communication control (telephone, email and mail); and preparation of complex and often confidential documents and presentations. PA support, diary management, management of calls, emails and post etc. Act as concierge for partner - Daily maintenance of calendar events and organization of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues. Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made. Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations Respond to telephone calls in a professional manner, acting as a filter to manage and control calls. Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up. Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with Ultramar Travel, the firm's designated travel management company. Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences. Deal/Matter Support - Coordination of file opening, client care, and end of matter details. Document Support - Preparation of client documentation and correspondence. Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable. Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard. Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution. Finance - Coordination and preparation of bills and expense claims. Demonstrate an understanding of the end-to-end billing process. Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against credit card expenditure if appropriate. Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary. Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation. Edit time narratives within 3E. Use 3E to view time on matters and print billing guides for partner/matter manager review. Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing. Business Development. Coordinate/organise small client events and ensure all details, post-event, are followed up or liaise with Business Development team to coordinate larger client events. Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated. Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.). Understand and appreciate key client contacts and build relationships with PAs at key clients. Ensure A&O databases are kept up to date, e.g. EPiC, CVs and A&O.com. Undertake research on clients or potential clients, including putting together briefing packs as and when required. Requirements: Bachelor's degree preferred. 10+ years of experience as a high level Executive Assistant or in a legal secretarial position at a global firm. Good working knowledge of MS 2016 Word, Excel, PowerPoint and Outlook. Flexible schedule; Ability to work shifts between the hours of 8:30AM A" 6:30PM. Ability to work Overtime. Ability to work in a pod system and collaborate with other Pas. Strong organizational skills required. High accuracy rate and strong attention to detail.
Email: jobs@lawfirmstaff.com NO CALLS PLEASE
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