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About the Role
This role serves as the first point of contact for the London secretarial team, ensuring high standards of secretarial support for partners, attorneys, and London Managers. It involves performing various secretarial tasks, providing excellent client service, and maintaining specialized knowledge of attorney practice areas and clients.
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.
- Analyze Service Now reports and provide feedback and suggestions for improvement.
- Identify training and development needs for individuals and the team, facilitating appropriate sessions.
- Coordinate holiday leave calendar, maintaining accurate records and responding to requests.
- Make appropriate cover arrangements for unplanned absences and periods of high demand.
- Keep attorneys and partners updated with any changes to their secretarial support.
- Maintain a confidential record of personal appointments and absences.
- Refer sensitive matters to the HR department.
- Assist in evaluating performance of Legal Secretaries, providing regular feedback.
- Contribute to the preparation of CAP evaluations and the setting of team goals.
- Maintain confidentiality of all data and employee relations issues.
- Maintain contact with the Senior Office Operations Manager to ensure timely updates.
- Promote and model the Firm's Client Service Principles.
- Ensure exemplary client service to all internal and external clients.
- Provide professional client relationship management with external clients.
- Create, edit, and proofread complex legal documents, forms, and correspondence.
- 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.
- Organize and maintain physical and electronic documents and files.
- Utilize Firm provided software to accurately store email messages, and maintain and retrieve files.
- Utilize Outlook to schedule appointments and calendar dates.
- Assist with timenote entry, including inputting, editing, proofreading, and closing timenotes.
- Promote good financial discipline among allocated attorneys for timenote entry.
- Demonstrate working knowledge of emerging technology, such as AI and other relevant internet resources for basic legal research.
- Utilize 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.
- Provide backup support to other attorneys and timekeepers as needed.
- Volunteer for overflow work assignments and seek to maximize 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.
- 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.
- Answer telephones and relays messages.
- Arrange conference calls, video conferences and in-person meetings.
- Copy, scan, fax, and print documents and attachments.
- Prepare materials for mailing and overnight delivery.
- Receive deliveries of items such as files, and boxes, and routes them appropriately.
- Make conference room reservations, coordinate meals, multimedia, and other services.
- Coordinate travel arrangements through the Firm’s travel management vendor.
- Prepare expense reimbursements, arranges for payment of invoices, and prepares client and vendor payments.
- Assist with the organisation and preparations of electronic and physical materials for storage.
- Assist with the organisation and planning of events.
- Assist in the preparation of marketing materials.
- Remain current in industry trends relevant to position and the legal profession.
- Ensure expertise in technology relevant to position; proactively use most current technology to further teamwork, client service, and efficiency, particularly AI.
- Participate on and lead major, complex projects that increase the value of relevant department services.
- Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
- Ensure compliance with the User Information Security Policy, including safeguarding confidential and personal information.
- Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.
- Perform other duties as assigned.
Requirements
- A-Level qualifications or equivalent required.
- Legal secretarial and/or administrative secretarial experience in a large law firm strongly preferred.
- Advanced document production skills in MS Word, Excel, PowerPoint, and Outlook required.
- Familiarity with Chrome River, timekeeping, and other systems typically found in a legal environment preferred.
- Visio systems helpful.
- Substantial knowledge of and experience and proficiency in/with practices in legal secretarial supervision, professional development and workflow management required.
- Ability to provide advice and guidance to secretarial team in matters within remit and give instruction when required.
- Act as a leader within the secretarial team, separating personal relationships in the workplace.
- Strong organizational skills and the ability to apply strong attention to detail to all levels of work.
- Ability to multi-task, prioritise work, and meet deadlines.
- Ability to work under pressure and complete job assignments in an accurate and timely manner.
- Excellent communication skills and the ability to build and maintain effective internal and external client relationships.
- Ability to interact effectively with all levels of management and business professionals and a variety of external entities including clients and prospective clients of the Firm.
- Highly proficient with Windows-based software used by the firm, including MS Word, Excel, PowerPoint, Outlook and Litera Forte.
- Working knowledge of databases, and time and attendance tracking applications, such as Intapp, timenotes and Service Now.
- Typing speed of at least 70 wpm with high level of accuracy.
- Flexibility regarding work schedule and availability to work overtime whenever required.
- Set a good example with high levels of reliability regarding attendance.
- Excellent teamwork skills and commitment to delivering client service by assisting co-workers.
Skills
- MS Word
- MS Excel
- MS PowerPoint
- MS Outlook
- Chrome River
- Litera Forte
- Intapp
- timenotes
- Service Now
- AI
- Legal research
- Client relationship management
- Document production
- Workflow management
- Supervision
- Professional development
- Communication skills
- Organizational skills
- Attention to detail
- Multi-tasking
- Prioritization
- Time management
- Teamwork
Location
- London
Work Type
- Full-time
Experience Level
- Supervisor
Education Level
- A-Level qualifications or equivalent
Benefits
- Medical coverage
- Dental coverage
- Vision coverage
- Life insurance
- Disability coverage
- Parental leave
- Adoption assistance
- Fertility treatment options
- Backup child care
- Backup elder care
- Global wellness program
- Free access to Talkspace app
- Free access to Calm app
- Discretionary bonus
- Overtime pay
- Health/welfare benefits
- Retirement contributions
- Paid holidays
- PTO
About the Company
- At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.
- About Us: https://www.mofo.com/about
- Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
- Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono
- The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation