Legal Secretary

Job Description

THE OPPORTUNITYOwen Reed is recruiting a motivated and professional Secretary for Real Estate Team in Edinburgh.In many of our offices, Hubs have transformed how secretarial services are delivered, with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing.These opportunities were not possible with the traditional model.We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.We have 4 levels of roles in the team: Team Coordinator - Manages and takes responsibility for the efficient running of the team. Oversees incoming workflow. Distributes tasks appropriately amongst the team whilst operating as a senior-level Secretary. Responsible for communicating with fee earnersto keep them appraised of a task or project status. Senior Secretary - Takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and acts as workflow supervisor where required. Secretary - Provides general secretarial and administration services as part of the secretarial team. Team Apprentice - An apprenticeship-level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.MAIN DUTIES AND RESPONSIBILITIESWorking collaboratively with the rest of the team to deliver and provide exceptional secretarial support by: Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency Proactively managing workflow from the team inbox and completing tasks in priority order Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place Manage fee earner expectations in terms of deadlines and status of tasks undertaken Organising travel arrangements through the travel portal, including booking and confirming reservations, flights, hotels, taxis, after flight transfers. Liaising with third-party provider to obtain visas and producing detailed itineraries Understanding document management processes (iManage) Utilising document production for the creation of all first-draft documents Assisting fee earners with the organisation of meetings, including preparation of agendas and collating meeting papers in a timely manner Organisation of file management, including the closing of files, archiving and ensuring all relevant documents are filed electronically and in line with our file management best practice Understanding the end-to-end billing process, including creating standard bills, disbursements, amending narratives and raising credit notes Understanding the client matter opening, client reporting, and client balances processes Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool) Providing administrative support to fee earners with conflict searches and audit requests Assisting on ad-hoc projects as and when required, for example, managing bundles, assisting during team events, indexing documents, etc.ABOUT YOU Previous experience within a professional services environment Knowledge of Microsoft Office Suite Strong organisation and prioritisation skills Good verbal and written communication skills GCSE Maths and English Grade 4 and above or equivalent Ability to demonstrate problem-solving skills Flexible approach to working practices in order to meet business needs Good verbal and written communication skills Friendly, personable and approachable Adaptable and flexible approach Conscientious and diligent Remains calm under pressure Eager to learn and develop skills Adopt a can-do attitudeThe Department or Practice GroupJoining our Secretarial Services team is the gateway to an exciting career in the legal sector. We have redefined the role of secretaries by challenging the status quo and investing in their futures. Join us and build a rewarding, varied career that thriveson responsibility and is central to the success of our legal teams.We are integral to the success of our business, and highly respected colleagues who add value by enabling our lawyers and partners to focus on client satisfaction and growth. Its varied, satisfying and valued work. As a business service professional, youwill be at the heart of our firm and the go-to person for both colleagues and clients.We believe strongly in investing in the development of our people. For example, our Academy gives instant access to learning and development resources to support your individual learning plan and to help define your future. You can learn new skills to progressyour career along a path that is right for you, and help you reach your full potential in a diverse and global team that thrives on collaboration.ABOUT USWe are a global law firm with lawyers and business service professionals located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needsanywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational,Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

Keyskills :
Document ManagementLegalSecretarialSecretarial SkillsLegal Service