Overview

At MoFo, we couldn’t write our own success story without yours. Ready to write your story?

Join MoFo as a SECRETARIAL SUPERVISOR in our Secretarial team!

This Role Will Be Based In Our London Office

About The Role

Responsibilities: Guided by department objectives and priorities, acts as the first point of contact for the London secretarial team, responding to ad hoc queries and escalating them as appropriate. Works closely with the Senior Office Operations Manager and Director of Administration to ensure a high standard of secretarial support is provided to partners, attorneys and London Managers at all times.

Performs a variety of secretarial tasks to support assigned attorneys and other timekeepers, where relevant. Provides a high level of client service and support while producing a high volume of consistently excellent work. Maintains general knowledge of the Firm’s practice areas and a specialised knowledge of the assigned attorneys’ practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalised service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position.

Essential Functions

Supervisory Responsibilities

• Coordinate the work of the London secretarial team, aligning work requests and volumes with available secretarial resources.
• Coordinate the use of Service Now software, reviewing workflows and generating daily reports. Analyse Service Now reports and provide feedback and suggestions for improvement to the Senior Office Operations manager.
• Identify training and development needs both for individuals and for the secretarial team as a whole and work with Talent Development to facilitate appropriate sessions.
• Coordinate holiday leave calendar, maintaining accurate records of leave and responding to requests once approved by the Senior Office Operations Manager.
• Make appropriate cover arrangements when required to cover unplanned absences and periods of high demand. Keep attorneys and partners updated with any changes to their secretarial support and provide contact details where necessary.
• Maintain a confidential record of personal appointments and all absences i.e. bereavement, sickness, dependent leave and ensure records are provided to the Senior Office Operations Manager and HR department. Refer sensitive matters to the HR department.
• Assist the Senior Office Operations Manager in evaluating performance of Legal Secretaries, providing regular feedback.
• Work closely with the Senior Office Operations Manager in contributing to the preparation of CAP evaluations and the setting of team goals.
• Maintain confidentiality of all data and any employee relations issues that may arise.
• Maintain contact with the Senior Office Operations Manager to ensure they are kept abreast of all updates in a timely manner.

Client Service

• Consistently promote and model the Firm's Client Service Principles in teamwork, work product, and personal interactions.
• Ensure exemplary client service to all internal and external clients; proactively promote client service throughout the department and among teams; respond to peer requests with recognition that request serves a client or Firm need.

Secretarial Support

• Provide professional client relationship management with external clients.
• Create, edit, and proofread complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
• When required and in conjunction with Paralegals, prepare or coordinate the preparation of Responses to Auditor Requests. Assist with preparation of Engagement Letters and Opinion Letters.
• Create and maintain client/matter lists and communication lists.
• Organise and accurately maintain physical and electronic documents and files in a timely manner. Create and maintain working files and binders as requested. Utilise Firm provided software to accurately store email messages, and maintain and retrieve files.
• Utilise Outlook to schedule appointments and calendar dates. Maintain contacts in Outlook.
• Assist with timenote entry, including inputting timenotes, editing, proofreading, closing them on a daily basis and, in general, promoting good financial discipline among allocated attorneys for timenote entry.
• Demonstrate working knowledge of emerging technology, such as AI and other relevant internet resources to perform basic legal research and print off cases, as requested.
• Utilise Matter Life Cycle software to open new matters, prepare engagement letters, and process conflict reports.
• Collaborate with assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. Assist with collection efforts. Coordinate client, matter and timekeeper enquiries.
• Initiate client file transfer requests and assist with client disengagements.
• Facilitate the secure transfer of case/client data in accordance with Firm’s data security policy, if required.
• Provide backup support to other attorneys and timekeepers as needed. Volunteer for overflow work assignments when time permits and actively seek to maximise productivity and promote teamwork. Participate in departmental projects designed to streamline workflow and/or resolve issues.
• Act and assist as a proactive mentor for junior staff and new employees. Assist with training regarding specific Firm processes and procedures as necessary.
• Create and store digital materials with a comprehensive understanding of firm’s privacy policy and encryption tools.
• Coordinate and keep a record of attorney and partner training, prompting individuals about follow up sessions. Maintain accurate training records.