Role Summary
The successful candidate will provide high-quality and timely legal secretarial and administrative support within the legal team. They will assist and support the executive legal secretary with effective training and coaching of legal secretaries to ensure that quality services are provided.
Key Responsibilities:
* Document Preparation: Perform complex formatting of documents, prepare briefs and documents, and attend to routine correspondence.
* CORRESPONDENCE MANAGEMENT: Monitor and manage the flow of incoming and outgoing correspondence.
* TRAVEL ARRANGEMENTS: Manage travel and accommodation coordination.
* INFORMATION MANAGEMENT: Information management (i.e. Excel spreadsheets, practice management system, case management system databases).
* DIARY MANAGEMENT: Diary management (appointments, etc.), organise meetings, conferences etc., prepare and distribute agendas, minutes and other material.
* FILING AND RECORDS MANAGEMENT: Maintain filing, records bring-up and retrieval systems.
* SUPPORT TO LEGAL PROFESSIONALS: Assist legal professionals to meet financial deadlines and/or commitments e.g. billing and time recording.
* CONSULTATION AND LIAISON: Consultation and liaison with internal and external clients and other stakeholders on various matters including confidential and sensitive issues.
* ACTIONABLE ADVICE AND TRAINING: Provide advice and training on the general operations of the team, branch and whole of practice, processes, procedures relating to legal secretarial work, finance, information technology and other corporate processes and functions.
* PROCESS IMPROVEMENT: Support the executive legal secretary to identify opportunities to adapt and change work processes and assist with the development of guidelines or effective methods to achieve consistently high secretarial and administrative standards within the team.
* HUMAN RESOURCES SUPPORT: Assist with the recruitment, employment, training, and induction of new secretarial support staff, including the coordination of information technology, telecommuting needs, telephone requirements and personnel requirements.
Ideal Candidate Profile:
* EFFECTIVE COMMUNICATION SKILLS: Demonstrate effective communication skills and problem-solving skills to communicate and address any problems that may arise to resolve issues.
* LEGAL SECRETARIAL EXPERIENCE: Demonstrated experience and knowledge providing secretarial and administrative support within a legal environment.
* FAST-PACED WORK ENVIRONMENT: Possess the ability to work in a fast-paced environment.
* HIGH-LEVEL ADMINISTRATIVE SKILLS: Skilled in high-level, accurate word processing and typing.