Senior Legal Secretary to Corporate & Commercial Team - Moore Barlow
(2019-07)
Responsible for providing comprehensive senior legal secretarial support as part of a wider support team comprising other legal secretaries, senior legal secretaries, and legal admin assistants, to a team of Fee-earners. Through internal and external client service, teamwork, initiative, communication, and self-management to act as an ambassador for the department and firm at all times.
- Diary management - organising and maintaining diaries and making appointments.
- Providing a great Client experience, arranging meetings/telephone calls.
- Being a point of contact and able to answer queries on behalf of Clients and Colleagues.
- Overseeing Legal Admin Assistant ensuring adherence to AML/Know your client processes.
- Ensuring that information is recorded in our Practice Management system so that we can deliver outstanding service to our clients.
- Preparing completion bundles for client completion.
- Digitising signed contracts and other documents.
- Assist Fee Earners in the management of monthly billing process and financial hygiene.
- Liaising with Lawyers to prepare expense claims, completing claims and submitting to accounts monthly.
- Maintaining office systems, including data management, and filing.
- Maintaining our marketing database for newsletter circulation and event invites.
- Attend training as required to keep up to date with firm wide procedures.
- Work proactively as part of the team to ensure time is used effectively; use all available resources to meet pressured deadlines.
- Any other duties as reasonably required by the Fee Earners or a person of an appropriate seniority.
- Providing cover for absences of other team assistants as required.
PA to Board Executive/Head of Team/Corporate - Irwin Mitchell
(2013-02 - 2019-07)
Responsible for the provision of high quality administrative and secretarial support. Co-ordinating all aspects of the secretarial service using the most appropriate tools and resources for the task. Providing excellent service to clients and my fee earning team. Demonstrating flexibility in supporting allocated fee earners and fellow support staff.
- Acting as first point of contact for the team, deal with incoming queries in a tactful, confident, and confidential manner and pass enquiries to the appropriate member.
- Building and maintaining relationships both internally and externally.
- Diary management - organising and maintaining diaries and making appointments.
- Complex travel arrangements – booking and arranging travel requiring interaction with both internal and external executives and clients, transport, and accommodation.
- Prepare all relevant documents and itineraries in advance of meetings.
- Organise team meetings and providing support to the practice group head/Head of team.
- Handling all activities for the executive with complete discretion and confidentiality including email, filtering and screening telephone calls.
- Answering calls and liaising with clients competently, client liaising – meeting and greeting visitors at all levels of seniority.
- Manage Executive's expense claims and related activities.
- Billing and matter management using 3E.
- Document production – briefing papers for exec meetings, reports, and presentations.
- Preparing papers for meetings, taking action points, and writing minutes.
- Maintaining office systems, including data management, and filing.
- Attend training as required to keep up to date with firm wide procedures.
- Work proactively as part of the team to ensure time is used effectively; use all available resources to meet pressured deadlines.
- Providing cover for absences of other team assistants as required.
Corporate Secretary - Blake Lapthorn Solicitors
(2003-10 - 2013-02)
Personal Assistant to three partners and two lawyers.
- Diary management - organising internal & external meetings and lunches; arranging travel and accommodation and processing expenses.
- Opening and closing of files/archiving/deeds storage.
- Producing letters and internal correspondence and preparing legal documentation.
- Formatting documents into house style.
- Typing using Digital dictation as well as copy typing.
- Knowledge of Oyez and videss software.
- Preparing accounts and bills.
- Maintaining general offices procedures.
