Legal Secretary (NY, DC, Silicon Valley)

Job Description:

Key Responsibilities and Deliverables

Client Engagement

• Complex calendar management including a comprehensive knowledge of fee-earners’ workload and current clients and is aware of priorities and sensitivities in order to assist with arranging client visits / meetings and in meeting deadlines.
• Is able to confidently liaise with clients and their support assistants.
• Act as a point of contact for fee earners, offering assistance and demonstrating an ability to obtain key information.
• Proactive diary management including coordinating and arranging meetings ensuring fee earners have all the necessary documentation and details required ahead of meetings.
• Document production: including preparing correspondence and amending documents. Proofreads work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for presentation.
• Demonstrate a full understanding of internal systems and policies.
• General administrative support including photocopying, printing and scanning.

Communication

• Communicate confidently and effectively in a professional manner at all times.
• Initiate communication on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required.
• Communicate and share knowledge with team and proactively communicates with line manager on issues of workload and any other difficulties.

Team Support

• Support the fostering of a collaborative team environment by providing support when covering for colleagues and willingly offering assistance, prioritizing tasks appropriately in order to assist colleagues for the benefit of the team.
• Ensure telephones are covered and answered promptly and professionally at all times.
• Understand and contribute towards team objectives.
• Work flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks.

Financial Management

• Support fee earners in adhering to the firm’s risk and compliance by tracking and uploading engagement letters/emails and ensuring time recording is completed to meet deadlines.
• Assist with the billing process by developing a knowledge of billing procedures, edit bill narratives, prepare client bills, and liaising with Revenue Controllers on behalf of the fee-earner as required.
• Handle expense management on behalf of fee earners, submitting claims on a weekly basis.

Business Development

• Maintain a good knowledge of key clients and awareness of the firm’s and of their fee earners’ strategic objectives.
• Maintain a good understanding of K/BD (knowledge and business development?) resources and best practices.
• Manage contacts in Outlook and Connect for fee earners and assist in client development outreach.
• Assists fee earners and MBD department with the production of marketing, including production of pitches, client presentations and maintaining up-to-date CVs.
• Assist with client events as and when required.

Job Requirements:

Key Requirements

Essential

• Associate's/Bachelor’s degree
• 3-5 years of experience in the legal or professional services industry including partner support Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.

Competencies

• Excellent communication skills, both written and oral with an ability to interact at all levels.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients.
• Ability to demonstrate absolute discretion with sensitive and confidential information.
• Independent selfstarter able to problem solve and take full ownership of assigned tasks.
• An enthusiastic and committed approach, whilst remaining flexible and proactive at all times.
• An ability to work well in pressured situations while maintaining a professional attitude.
• Able to work fast, accurately and to tight deadlines.
• Ability to prioritize tasks, conflicting demands and deadlines and act on own initiative.
• A strong team player with an ability to form supportive relationships throughout the firm.
• Adaptable and open to change.
• Willingness to broaden experience and develop skills further.