Legal Secretary

The capabilities and talent of our lawyers have earned us industry recognition for identifying all the steps necessary to meet our clients’ goals, however diverse or complex the requirement.

We are an award-winning law firm with expertise in BVI, Cayman Islands, Guernsey and Jersey law and the agility to drive success for our clients in a fast moving world.  We provide legal advice shaped around the needs of corporate and private clients, financial institutions and intermediaries worldwide.

Working in multi-disciplinary teams, we marry thought leadership with a proactive approach to solving issues holistically – without a client needing to raise them – across geographies and practice areas in the most efficient and seamless way.  Through this approach – delivering reliability and stability with flair – we combine commercial acumen with service excellence that helps you to achieve your goals and stay ahead.

Purpose of the job

To work side by side with fee earners by carrying out and assisting with non-fee earning administrative tasks and supporting fee earners with all aspects of their legal fee earning work.

Main responsibilities

• Providing a full range of secretarial and administration services to fee earners.
• Producing and amending documentation and correspondence.
• Answering all phones in the department (by three rings) and taking accurate messages. Diverting phones when fee earners are absent from the office.
• During a fee earners annual leave or other absences from the office, or at the request of a fee earner, checking their inbox hourly and promptly forwarding any relevant e-mails to another fee earner.
• Liaising with reception regarding post and hand deliveries and ensuring these are promptly delivered to the relevant fee earner.
• Maintaining daily diaries and reminder systems for all allocated fee earners.
• Assisting with arranging business development trips for fee earners to include travel arrangements and accommodation bookings.
• Booking meeting rooms internally/externally for client meetings and arranging conference calls and sending internal/external diary appointments.
• Copy typing, scanning and photocopying.
• Sending, retrieving and filing e-mails for all fee earners.
• Assisting fee earners with raising invoices and managing WIP lists.
• Preparing LIMO forms and engagement letters with all details completed for fee earners review and checking signing off status of matters on LIMO and chasing appropriate people.
• Completing, receiving authorisation and tracking expense claims forms and cheque/BACS requests.

Qualifications

• Good secondary education
• A typing/administration/secretarial qualification would be advantageous

Knowledge/skills/experience

• Prior experience in a legal environment would be beneficial 
• Strong and confident use of IT packages (Word, Excel, PowerPoint)
• Excellent copy typing skills
• Administrative and document management experience

Competencies

We would like you to demonstrate:

• Team spirit (i.e. sharing the workload and supporting others)  
• Excellent organisational and time management skills to ensure streamlining of workflow
• Enthusiasm, flexibility, initiative and the ability to be pro-active
• A calm approach even when under pressure and meeting deadlines
• Accuracy and an eye for detail
• Strong communication skills

In this role you will be expected to:

• Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.
• Commit to continually develop your skills and knowledge.
• Act in keeping with our core behaviours.
• Be flexible, on occasions you may be asked to work beyond your contracted hours to support urgent transactional work.