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Owen Reed is looking for an experienced Legal Secretary to join the Corporate team of a leading international law firm in London.
This is an excellent opportunity for a highly organised and proactive Legal Secretary who can provide first-class support to a busy team of partners and lawyers. The successful candidate will have strong legal administration experience, excellent technical skills and the ability to manage competing priorities in a fast-paced professional environment.
THE ROLE
As Legal Secretary, you will provide comprehensive secretarial and administrative support throughout the full matter lifecycle. You will work closely with partners and lawyers, taking responsibility for diary management, document preparation, billing, travel coordination, client communications and business development support.
KEY RESPONSIBILITIES
- Produce and format accurate legal documents, correspondence, reports, engagement letters and presentations.
- Manage complex diaries, meetings, appointments and conference arrangements across multiple time zones.
- Coordinate detailed domestic and international travel, including itineraries, accommodation, visas and related arrangements.
- Manage partner and lawyer communications, including emails, telephone calls, meeting invitations and correspondence.
- Monitor incoming communications, prioritise requests and ensure matters are handled promptly.
- Support the complete matter lifecycle, including file opening, conflicts checks, information barriers, filing and archiving.
- Manage the billing process, including bill preparation, narratives, write-offs, discounts and cross-border invoicing.
- Work with partners, lawyers and the Revenue team to support WIP, billing and debtor-day targets.
- Assist with business development activities, including pitches, credentials, lawyer CVs and client database updates.
- Coordinate client meetings, lunches, dinners, events and visiting lawyers or clients.
- Maintain accurate client and matter information across the firm’s systems.
- Build strong working relationships with clients, client secretaries and internal stakeholders.
- Delegate appropriate administrative work while retaining responsibility for quality and completion.
- Ensure timesheets, banking administration, filing and WIP reports are completed accurately and promptly.
- Maintain awareness of key matters, clients and developments within the Corporate practice.
- Contribute to team meetings, firm initiatives, projects and the induction of new starters.
- Follow all firm policies, procedures and confidentiality requirements.
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The successful candidate will ideally have:
- At least four years’ experience as a Legal Secretary or PA within a professional services environment.
- Previous experience within a law firm or Corporate practice, although this is desirable rather than essential.
- A minimum typing speed of 55 words per minute with 98% accuracy.
- Intermediate to advanced Microsoft Word, Excel, PowerPoint and Outlook skills.
- Basic knowledge of Microsoft Visio.
- Excellent written and verbal communication skills.
- Strong organisational and time-management abilities.
- The ability to anticipate requirements, prioritise effectively and meet demanding deadlines.
- Excellent attention to detail and a commitment to producing high-quality work.
- Strong judgement and problem-solving skills.
- A proactive, collaborative and flexible approach.
- The confidence to build trusted relationships with partners, lawyers, clients and colleagues.
- A professional, resilient and client-focused working style.
The ideal candidate will take pride in their work, remain composed under pressure and consistently look for ways to improve efficiency and enhance the client experience.
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