Team Secretary IP Team London

CMS are recruiting for an experienced Team Secretary to work within our Intellectual Property Practice Group in London.

About the Role

We have an opportunity for a Team Secretary within our IP/Trademark team. You will have proven strong secretarial experience, preferably working within a Law firm providing support at Senior Associate level and have strong organisational skills. You will be confident in meeting the frequent demands of a fast-paced role with the understanding that strong communication with those you will be supporting is fundamental. You will report directly to the Assistant Secretarial Support Manager.

In this role, you can expect to get involved in a variety of work including:

Key Responsibilities

• Diary and email management for the fee-earners within your team, travel arrangements and handling telephone enquiries as and when required.
• Managing workflow to the Document & Design Centre, Print Room, etc., as required; proactively taking steps to ensure work is returned within required timescales.
• Amending, formatting and producing agreements, legal documents, presentations and other client-facing materials as required.
• Collating and indexing legal documentation and setting up files as necessary.
• Processing fee-earner expenses on Chrome River in a timely manner.
• Liaising with Business Development, Marketing, Events and Finance teams to support team-specific activities and business initiatives.
• Managing the client onboarding process, including preparing and submitting conflict checks, coordinating client due diligence requirements and liaising with relevant teams to ensure compliance procedures are completed efficiently.
• Opening new clients and matters in accordance with firm procedures and maintaining accurate client and matter records.
• Drafting and producing engagement documentation, including retainer letters and associated client onboarding documentation.
• Supporting the billing process through monitoring work in progress (WIP), producing WIP and billing reports, raising proformas, liaising with fee-earners on billing requirements and assisting with invoice production.
• Maintaining and updating CRM systems to ensure client and business development information remains accurate and up to date.
• Assisting with the coordination of internal and external events, meetings, seminars and client hospitality activities, including logistics, invitations and attendance tracking.
• Acting as a key point of contact between fee-earners, clients and business support teams to ensure a seamless and efficient service is delivered.