Job Description
We are looking for a Secretary to join our Cayman Finance and Corporate team, who will be responsible for delivering a seamless legal administration and secretarial support service to our partners and the wider legal team.
The role will see you work closely with partners and fee earners to develop an understanding of their needs, clients and work streams in order to play a key role in the work of the team which is pivotal to the practice.
If you have relevant experience as a legal secretary and would like to join our team, we would love to hear from you.
About the role
In this role, you will:
Provide administrative support to all fee earners, including the timely production of documents, saving, filing and archiving
Prepare documents, presentations and pitch documents, undertake research and analysis as required
Efficiently and effectively use precedent databases and ensure all work is accurate and follows the firm's standards
Filter telephone calls as required, taking messages for the fee earners and directing enquiries and requests to the most appropriate areas in the firm
Deal with email management – printing of emails and attachments where necessary, electronic filing of emails and scanning and saving documents as required - ensuring records of the document management system (DMS) are kept up to date
Process expenses
Work with the Finance Team to prepare timely and accurate client bills
Provide secretarial assistance in other practice groups and jurisdictions as and when required
Perform court and CORIS searches as needed
Actively manage fee earner calendars, including liaising with the firm's travel provider to co-ordinate and finalise travel arrangements
Co-ordinate meeting requirements (room bookings, attendee invitations, resources) including scheduling arrangements across time zones using Webex and Teams
Prepare information packs (booking flights, hotels, transfers, maps, client information, itineraries, etc.)
Ensure contact manager is regularly updated, including adding all information and client meeting notes provided following a BD trip or meeting
Edit presentations and pitch documents
Create client briefings
Input all meetings, conference schedules and trip logistics into partners' Outlook calendars
Add any new contacts to fee earners Outlook contacts
Set up meetings as activities in the CRM system and include relevant internal and external contacts in the activity
Confirm any meetings with client/intermediary and/or their secretary/PA
Book conference tickets
Create an itinerary of meetings
About you – essential requirements
Relevant experience in a law firm or other professional services environment
Secretarial qualification / diploma would be beneficial
Excellent technical skills in MS Word, Outlook, PowerPoint and Excel
A high degree of initiative, pro-activity and practice problem solving skills and willingness to take ownership for the completion of tasks or projects
A client focused approach with strong communication and interpersonal skills
Excellent organisational skills with the ability to multi-task and prioritise when needed to meet urgent deadlines or changed priorities
Professional, approachable and ability to successfully work as part of a team
Good attention to detail