Legal Secretary

Summary

To work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team.

Skills and Experience required

• Strong administrative and organisational skills.

• Ability to manage competing priorities, work independently, and adapt to changing demands in a fast-paced environment.

• Excellent verbal and written communication skills.

• Strong document production and word processing skills.

• Proficient in Microsoft Office applications, including Word, PowerPoint and Excel.

• Ability to work collaboratively within a close-knit team and provide support across practice groups.

• High level of attention to detail, accuracy and professionalism.

Key Responsibilities

Administrative and Organisational

• Manage diaries, schedules, meetings, conferences, client calls, and related logistics for assigned fee earners.

• Prepare meeting materials, distribute invitations, and follow up on action items.

• Managing complex travel arrangements, including preparing itineraries, booking flights and accommodation, and coordinating changes at short notice.

• Making restaurant and hospitality bookings as required.

• Processing ChromeRiver expense claims and medical reimbursement submissions.

• Maintaining and updating client and contact information in InterAction.

• Provide general administrative support, including document handling, reception cover, and assistance with business development activities and events, when required.

• Support fee earners across a broad range of practice-related activities and undertake other duties as required.

Finance and matter management

• Prepare and manage invoices, including reviewing billing narratives, updating billing arrangements, ensuring correct billing rates, and distributing final invoices.

• Administer matter-related processes, including Intapp requests, running WIP reports, matter opening and closing, billing party maintenance, and ensuring all disbursements are captured before billing.

• Liaising with clients, counsel and internal stakeholders regarding billing and collections.

• Preparing first drafts of engagement letters and related matter documentation.

Technical

• Producing, amending, formatting and proofreading legal and transactional documents.

• Collating signature pages and coordinating the execution of transaction documents.

• Preparing transaction bibles, closing sets and other transaction-related documentation.

• Drafting and maintaining legal documents, precedents and standard form agreements as required.

• Creating and updating PowerPoint presentations for client pitches, tenders and business development initiatives.

• Updating fee earners biographies, credentials and website profiles.

• Conducting ACRA and LawNet searches, managing e-filings, and assisting with corporate, regulatory and transactional filings, including stamp duty matters and related submissions.

• Obtaining corporate, vessel and other regulatory records and searches as required.

• Running conflict checks and assisting with compliance-related processes and queries.

• Preparing engagement letters, supporting matter inception requirements and maintaining client records and monitoring lists.

• Supporting other members of the secretarial team and providing cover as required.