Legal Support Secretary

Job Description

Key responsibilities

Core Services

• Calendar & Meeting Management : Coordinate and manage complex schedules, acting as the primary point of contact for fee earners. Ensure seamless communication and organization for both internal and external stakeholders.
• Travel Coordination : Arrange comprehensive travel plans, including flights, visas, and ground transportation, in close collaboration with local agents to guarantee smooth and efficient travel arrangements.
• Time & Expenses : Accurately handle time entry submissions and amendments, and process expense claims promptly to support fee earners billing and compliance requirements.
• Reception Liaison : Organize and oversee meetings and video conferences, ensuring all logistical and technical details are managed to the highest standard.
• Document Support : Prepare and draft professional correspondence, manage printing and scanning tasks, and maintain accurate client contact information in Interaction.
• Client & Team Support : Provide proactive assistance with client-related activities, support onboarding of new fee earners, support coverage during team absences, and occasionally assist with Reception duties to maintain smooth office operations.

Practice Support Services

• Risk & Compliance : Carry out comprehensive conflict checks with team in London, coordinate matter setup processes, and ensure strict adherence to engagement letters and compliance requirements, following up on on-compliances.
• Matter Management : Coordinate matter set up in liaison with Partner/fee earner to ensure minimum mandatory information has been provided, liaising with clients on behalf of matter team and coordinating client secondment setup with HR.
• Administration : Scheduling meetings & calls, creating matter folders, managing document uploads and archiving, creating working parties lists, facilitating timely and accurate matter closure, assisting with originals when required and liaising with print room for bibles, bundles or bulk printing.
• Document Production : Supervise document processing tasks such as formatting, proofreading, and quality control, while liaising with global support team when additional support is required.
• Business Development : Provide support for client development initiatives by assisting with pitch amendments and ensuring fee earner CVs are current and professionally presented.
• Finance: Update and maintain all system information for fee earners' clients, including working with the local billing team to generate monthly bills and running matter financial reports.
• Key working relationships
• Fee earners and their clients

• UAE Office & Legal Support Manager

• Local Finance, Business Development, Best Delivery, and IT teams
• Office Services team (LSS and Reception)