Legal Secretary

Legal Secretary in the Litigation, Transactions & Trademarks Practice Group

Job Type: Permanent, Full Time

Location:

On-site (London)/Hybrid Working

We are a leading European intellectual property firm, advising some of the world's most innovative and successful companies. Together, we help to improve lives by supporting innovation.

We hire talented and passionate people who think creatively and enjoy a challenge. Working collaboratively, we share our knowledge and experience across teams, actively learning from each other in a friendly and sociable environment.

We are passionate about creating a diverse and inclusive workplace. Diversity of thought is vital to our business; it's how we approach challenges differently and offer our clients creative and original solutions. Through our work with organisations such as IP Inclusive, Stonewall and Business in the Community via the Race at Work Charter, we are putting the right steps in place to make sure that all our people feel supported and empowered to be themselves Further information on our commitment to diversity and inclusion is available on our website.

A healthy work/life balance is very important to us, and we run regular wellbeing events in addition to the large number of clubs and social activities that are available to everyone at the firm. We are also enthusiastic supporters of our local community through partnerships with the Social Mobility Foundation and Holborn Community Association.

Our Litigation, Transactions and Trademarks support function is instrumental to our business. We support our Fee Earners and clients with their daily responsibilities to sustain a streamlined workflow. Our responsibilities include drafting and formatting of relevant legal documents, managing daily prompt lists and database and inbox and diary management. We are equipped with the knowledge and expertise to handle queries from our clients to an exceptional, professional standard and are committed to providing prompt support.

As a Legal Secretary, you will be responsible for providing full PA and administrative support for approximately 6 Fee Earners of mixed seniority, including working closely with an Admin Assistant to delegate and coordinate administrative tasks as appropriate.

Reporting to the Team Leader, you are responsible for a range of activities including:

• Work closely with allocated fee-earners by meeting regularly to review progress, discuss upcoming work, and provide updates on outstanding matters.
• Inbox management as required.
• Diary management including scheduling and coordinating in-person and virtual meetings, preparing relevant papers and presentations, and managing all associated logistics including room bookings, refreshments, and liaising with internal teams.
• Manage extensive international travel itineraries, coordinating flights, accommodations and schedules.
• Prepare invoices by reviewing and editing narratives in Aderant, verifying client details, receiving unbilled WIP lists, and liaising with the accounts team as required.
• Monitor e-workspace/inbox when fee earners are away, dealing with files independently, where possible.
• Attend team meetings and practice group meetings.
• File management: including liaising with Records to open new cases, update special instructions, scanning and managing case files via the DMS (SharePoint).
• Create and maintain pages and publish material on intranet.
• Proactively prepare official forms.
• Monitor daily prompt schedules, dealing with cases independently where possible, and liaising with the records team to remove old prompts.
• Creating and amending letters, emails, court documents, ensuring completed documents are delivered accurately and to a…