Legal Secretary

Job Description

REQUIREMENTS

• Prior experience as a Legal Secretary or similar support role within an international law firm or professional services environment is essential
• Proven experience looking after managing Partners and fee earners across multiple seniority levels.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), with experience using practice management, CRM and expense management systems.
• Exceptional organisational skills and strong attention to detail
• Fluent written and spoken English
• Proactive, flexible and resilient, with the ability to adapt quickly to changing priorities.
• Professional presentation and adherence to formal business attire

RESPONSIBILITIES

Legal & Document Support:

• Audio typing via digital dictation and copy typing of legal documents and correspondence
• Formatting, editing, and preparing documents in line with the firm’s house style
• Assisting with the preparation of trial bundles and ad hoc legal project support
• Opening new client matters and liaising with due diligence teams
• Maintaining accurate electronic and hard‑copy filing systems, archiving, and database management

Team & Partner Support

• Proactively managing complex diaries and multi-zone scheduling of meetings, seminars, and client events
• Coordinating internal and external meetings, lunches, and conference calls
• Inbox management and handling telephone queries
• Drafting internal communications with confidence and reports on behalf of Partners
• Attend meetings where requested to take detailed notes and action logs, and proactively follow up with action owners to ensure completion within agreed timeframes.

Client & Business Development Support

• Preparing PowerPoint presentations, pitches, and other client‑facing materials
• Maintaining and updating CRM records (experience with InterAction advantageous)
• Ensuring awareness of key clients, active matters, and current fee earner priorities

Administrative & Operational Support

• Arrange end‑to‑end complex travel, including multi‑destination international itineraries, coordination of different modes of transport, accommodation and airport transfers.
• Manage all visas, permits and travel documentation, ensuring sufficient lead time and compliance with jurisdiction‑specific requirements.
• Remain flexible and responsive, managing last‑minute changes to travel and schedules calmly and efficiently when required
• Ensure all follow‑up meetings and actions arising from travel are diarised promptly, tracked and progressed to completion
• Coordinating couriers, mail handling, and tracking deliveries
• Supporting billing processes, supplier payments, and general financial administration
• Ensuring compliance with firm policies, quality standards, and CLPD requirements
• Providing planned and urgent cover for other teams and covering the reception desk as required
• General ad‑hoc administrative duties as they arise

Are you interested in this position?

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