Legal Secretary

TEAM SECRETARY - INTELLECTUAL PROPERTY (IP) TEAM

London | Up to £40,000 | Full Time | Hybrid Working (50/50)

A top international law firm is seeking an experienced Team Secretary to join its Intellectual Property Practice Group in London. This is an excellent opportunity for a skilled Team Secretary to provide high-level support within a fast-paced, specialist IP/Trademark team.

ABOUT THE ROLE

As Team Secretary, you will provide proactive secretarial and administrative support to fee-earners within the IP team, working at a level equivalent to supporting Senior Associates. You will report directly to the Assistant Secretarial Support Manager and will need to be confident managing the frequent demands of a busy team, with strong communication skills essential to the role.

KEY RESPONSIBILITIES

As Team Secretary, your duties will include but are not limited to:

• Diary and email management for fee-earners within your team, travel arrangements and handling telephone enquiries as required
• Managing workflow to the Document & Design Centre, Print Room and similar services, ensuring work is returned within required timescales
• Amending, formatting and producing agreements, legal documents, presentations and other client-facing materials
• Collating and indexing legal documentation and setting up files as necessary
• Processing fee-earner expenses 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 on compliance
• 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 onboarding paperwork
• 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
• Assisting with the coordination of internal and external events, meetings, seminars and client hospitality activities
• Acting as a key point of contact between fee-earners, clients and business support teams

WHAT WE'RE LOOKING FOR

The successful Team Secretary will have:

• Proven strong secretarial experience, ideally gained within a law firm or other professional services environment
• Experience supporting at Senior Associate level or equivalent
• Strong organisational and time management skills, with the ability to adapt to change while maintaining a professional approach
• High levels of client care and superb attention to detail
• Strong IT literacy and the ability to learn new systems quickly
• Previous experience within an IP/Trademark environment is advantageous but not essential

WHAT'S ON OFFER

• Competitive basic salary of up to £40,000 (reviewed annually)
• Hybrid working policy (50/50 split between office and home)
• Generous bonus scheme
• Up to 25 days holiday, rising to 28 days with service, plus a holiday exchange scheme
• Private medical insurance
• Enhanced parental leave

This is a fantastic opportunity for a Team Secretary to join a top international law firm and develop their career within a supportive and specialist IP team. Apply now to be considered for this Team Secretary role.