Secretary Senior – Projects, Energy and Infrastructure

We are seeking to appoint two Senior Secretaries to perform administrative and legal secretarial duties and provide skilled legal assistance to the Head of the Practice Group and/or their team.

• Senior Certificate
• Paralegal Diploma or short legal courses (advantageous)/or qualified by experience
• 5 to 10 years legal secretarial experience specifically in Banking and finance advantageous
• Advanced knowledge of MS Office package
• Experience in a legal accounting package essential

• Liaise with people both inside and outside the firm, supporting the partners in their duties and responsibilities
• Acts with a high level of confidentiality and discretion

• Screening of all calls to ensure that calls are handled or directed to correctly
• Manage all forms of communication efficiently to ensure that correct message gets across effectively and is dealt with accordingly
• Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally

• Organise and manage the Partners' diary and make appointments
• Updating partners on diary entries and ensuring that he/she is appropriately prepared prior to meetings/ events/presentations
• Ensure that the correct people are invited and available to attend; booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings
• May act as team coordinator

• Produce specialized and general documentation and presentations necessary for clients.
• Ensure the documents produced are of the highest standard through accurate typing paying special attention to detail and ensuring good spelling/grammar/punctuation.
• Adhere to 'in-house' document style guide to maintain standardisation of documentation.
• Amend documents using track changes and cross referencing, requiring advanced computer and software skills.
• Carry out dicta phone and manuscript changes to various documents.

• Plays a pro-active role in ensuring that the department runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects
• Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents
• Manage e-mail, respond or delegate where appropriate
• Arrange and coordinate team and inter-office planning/strategy sessions
• Effective office management
• General duties include preparing documents for internal meetings, copying, distribution and delivery of documents
• May supervise junior staff and provide guidance mentoring and support to new staff members
• Collect and collate monthly department information from Practice Group Heads for inclusion in Management Board Report
• May be responsible for maintaining specialist databases

• Make all travel arrangements, understanding preferences and ensuring cost effectiveness.
• Arrange relevant meetings, set up a travel itinerary and prepare documentation.
• Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously
• Manage unforeseen travel changes

• Assist with departmental budget process, checking input, tracking spend, reconciling monthly to ensure budget and spend are aligned, liaising with finance team as and when necessary to ensure alignment
• Ensure the timeous and…