May 6, 2012

Corporate Legal Secretary

Job description Corporate Legal Secretary

1. Document production

Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources
Type from audio, manuscript or shorthand, using house style documents and non house style where required
Draft correspondence, emails and documents when required
Amend documents
Provide translation support by utilising office translation services
Proof read documents to ensure accuracy
Prepare PowerPoint presentations using appropriate house style templates
Prepare Excel spreadsheets including graphs and charts using house style templates
Draft simple correspondence when required
Print, photocopy, scan and distribute documents as required
2. Meetings and travel management
Manage fee earners’ calendars when required
Arrange conference calls, meetings, and catering (as required when these demands cannot be met by Reception)
Co-ordinate all travel arrangements including taxis, accommodation and expense forms
Assist in the planning of key meetings
Prepare documents and collate papers ahead of meetings
Attend meetings and draft minutes when required
Provide support such as welcoming clients for meetings or events
3. Client relations
Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required / action where necessary
Deal with visitors in a confident and professional manner
Keep client contact details, CRM and lists up to date
Support client events by making bookings and issuing invitations
4. Billing and matter management
Assist in preparation of bills, and bill narratives
Request draft bills and review for accuracy
Submit bills to the billing team and discuss with matter managers
Take responsibility for the processing and accuracy of invoice changes
Confirm client specific information required for billing purposes
Prepare e-mails and cover letters on behalf of matter manager for sending of invoices
Liaise with the costs team on disbursements
Assist in monitoring the billing process for your fee earners, as required
Handle billback for your fee earners (exceptions)

Matter management
Assist in opening new clients, as required
Complete online matter opening process based on relevant information received and take steps to ensure full and correct completion of the new matter opening form
Liaise with fee earners, conflicts, matter management and finance teams on matter administration
Monitor work in progress and chase matter managers to bill, as required

5. Mail and filing
Deal with incoming and outgoing mail
Monitor fee earner emails as required and forward/action as necessary
Monitor fee earner diary commitments as necessary
Maintain/update reminder system of ongoing mail if required
Establish and maintain effective and accurate filing systems (hard copy and electronic) including archiving when complete
6. Risk management
Actively support processes which minimise the firm’s exposure to risk i.e. matter opening, information barriers and eFiling
7. Miscellaneous
Initiate and maintain regular dialogue with fee earners to manage all day-to-day tasks
Record time for fee earners in their absence or as required
Undertake ad-hoc administrative tasks as required and agreed with Team Leader and/or fee earners
Work effectively with others e.g. Business Services and fee earners in other groups/offices, in order to ensure high quality support to the practice
Work proactively as part of a team to ensure time is used effectively; use all available firm wide resources to meet pressured deadlines
Participate in group specific activities such as covering for each other during lunch and absences
Be proactive in personal development
Attend training to keep up to date with firm wide procedures
Support firm wide IT systems rollouts
Support fee earners in the use of IT systems and firm wide procedures
Contribute, where required, to firm wide projects which relate to secretarial services
Additional responsibilities
* Ensuring brand compliance on client communications (e.g. presentations)
* Prompting fee earners to initiate client contact
* Carrying out basic research ahead of client meetings
* Arranging client meetings
* Tracking client contact and updating ‘trackers’
* Assisting with organising client events
* Chasing fee earners to update CVs
* Drafting pitch presentations
* Updating contact lists
* Formatting newsletters
* Assisting with organising inductions
* Assisting with organising internal training, including taking care of invitations, room bookings, printing materials, registers and welcome desk
* Preparing presentations
* Filing
* Basic research
* Photocopying
* Answering ‘How do I?’ questions
* Liaising with local trainers to provide day-to-day support, assistance in global rollouts/upgrades and training
* Assisting in recruitment process when appropriate
* Assisting with organising internal events
* Assisting in office moves
* Manning reception

* Liaising with the conflicts team to execute Quick Checks
* Gathering information necessary to accurately complete New Matter Forms
* Administering Information Barriers (adding and removing individuals as required and ensuring the barrier is up to date)
* Drafting, sending out and uploading engagement terms into the engage! database
* Assisting the practice in ensuring that client confidentiality is maintained by following relevant guidance/policies
Matter filing
* Ensuring matter folders are kept up to date and matter filing takes place on a regular basis (both in DocEx and hard copy form as appropriate)
* Archiving all hard copy matter folders at matter closing
* Filing all documents, emails etc. through eFiling at matter closing
* Chasing and ensuring timesheet completion
* Preparing and submitting expenses
* Running WIP reports and chasing fee earners regarding WIP
* Preparing bills and managing process to send out
* Communicating with finance regarding client status where relevant to collection/chasing clients directly
* Coding invoices

Job requirements Corporate Legal Secretary


Committed team player
Proactive and enthusiastic, positive can-do attitude
Confident and professional
Flexible and adaptable to change in line with business demands
Excellent communication and interpersonal skills
Strong organisational skills and attention to detail
Able to prioritise work, taking account of fee earner’s priorities
Able to cope with pressure and conflicting demands on time
Able and willing to exercise judgement and take responsibility for the completion of tasks
Commercially aware, understand internal and external client
Education / Qualification

MBO (or comparable) – secretarial qualification desirable
Excellent knowledge of English and Dutch
Practical experience

Previous secretarial experience in a professional services/corporate environment
Office skills

Typing speed of at least 60 wpm
IT literate; high level of proficiency with Microsoft Office particularly:

Company profile

Our client is a large global law firm based in Amsterdam.


F. Gotzen

T:? 31 20 5800 342


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