Secretary - FS Regulatory; CBU

Role title: Secretary

Location: London

Job type: Full Time, Permanent

Reports to: Secretarial Manager

To provide fee-earners with proactive and high-quality secretarial support that appropriately meets their requirements, enabling them to focus on providing legal services to clients and reducing the need for them to undertake administrative tasks.

• Proactively manage and maintain fee-earners’ diaries, scheduling appointments and co-ordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes.
• Having a good knowledge of fee earners clients, liaising with their PAs.
• Monitor individual responses for meetings and update fee-earner(s) as required. Ensure fee-earners have relevant materials and information in advance of each meeting.
• Arrange the booking of conference rooms, video conference facilities, taxis refreshments, restaurants, and liaising with meeting attendees, both internal and external.
• Monitoring and responding to post and/or emails, prioritising correspondence to enable fee-earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails on behalf of fee-earners to reduce volume
• Organising travel arrangements through the firm’s travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries.

• Day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department(s) and team administrators, when necessary, e.g. for organising large volume printing, photocopying, document production.
• Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout.
• Organise document management, including closing of files, archiving and ensure that all relevant documents are filed electronically and paper-based, if required.
• Dealing with and submission of travel invoices and expense claims using Chrome River.
• Submitting invoices for payment through the Accounts Payable team and monitoring progress.
• Demonstrate an understanding of the end-to-end billing process and AX (Financial system); assisting fee-earners by proactively leading on relevant administrative processes, to ensure that bills are completed within required timeframe.
• Prepare WIP reports to be reviewed by fee-earners.
• Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required.
• Supporting fee-earners with maintenance of Inter Action; ensure new business contact details are entered and contacts from fee-earners Outlook address book are shared, updating changes of contact and entering activities when a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact.
• Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages.
• Supporting fee-earners with the preparation of speaker CVs and formatting of speaker materials, RSVP management for events sponsored by own fee-earner by responding to MS Team calls and email enquiries from interested delegates, responding to fee-earners’ queries about attending delegates using Inter Action reporting function, notifying own fee-earners about events that are coming up in their/other office when visiting using intranet events…