Legal Secretary - Aviation

A Legal Secretary working in a "float" capacity will provide essential cover as above (if available) when a Legal Secretary is absent and is an integral part of the fee earning teams, providing support with all administrative tasks.

Main Responsibilities

Arranging and coordinating internal and external meetings; booking meeting rooms and confirming attendees and catering requirements; booking lunches/dinners; liaising directly with clients when required; ensuring that fee earner time is managed effectively at all times

Organising and booking travel in line with business needs, including researching the most cost effective transport and accommodation, organising currency, visas, ordering taxis, preparing itineraries and other necessary paperwork including details of any business meetings, location of meetings, providing maps, contact numbers etc; being aware of time zones where applicable

Managing and coordinating the billing process, including preparation of billing guides and WIP reports; liaising with fee earners to discuss what should be billed; producing/reviewing/amending narratives; liaising with the Accounts Team; processing third party invoices; drafting routine billing correspondence and covering letters to be sent out to the clients, checking draft bills are correct, ensuring bills are sent out on time and comply with any specific client Service Level Agreements (SLAs); ensuring client monies are returned at the end of the transaction; closing and archiving files

Logging and reporting all financial activities relating to cases, including inputting time into the time recording system; processing expenses; producing financial and management information reports; reporting and escalating outstanding debts, liaising with credit control as necessary; preparing and sending out correspondence together with relevant supporting documentation

Logging and reporting all business development activities; maintaining up to date client contact information using the InterAction database; maintaining up to date client/matter lists; assisting with preparation of pitches for new business and/or BD/marketing opportunities;

Coordinating client events, liaising with Business Development and attending events where required

Producing and drafting routine and/or confidential correspondence and documentation including letters, emails, memos and faxes; undertaking brief amendments to documents; proofreading and checking own work and others work for accuracy, consistency and sense to ensure it meets the firm's standards

Monitoring fee earner in-boxes flagging emails requiring urgent attention, particularly when fee earners are absent; drafting responses if necessary; directing communications to the appropriate person in a fee earner's absence; filing and scanning of incoming and outgoing emails

Undertaking all necessary actions and completing all paperwork in relation to new client instructions, including matter/client opening forms, liaising with Business Acceptance Unit to ensure conflict checks are completed and anti-money laundering regulations are complied with, producing engagement letters and opening hard copy client files; maintaining and managing electronic and paper filing, including data room documentation; updating non-matter-related files (for general know-how, Business Development, etc); preparing and indexing trial bundles and bibles; closing files when work is complete and archiving paper files using iCompli

Managing all incoming documentation, post, couriers, faxes, ensuring all hard copy correspondence/documentation is electronically scanned and saved to the appropriate folders in the document management system whilst complying with the firm's document management policies; dealing with outgoing post, couriers, faxes; collating and checking enclosures and ensuring all fee earner instructions have been followed

Maintaining fee earner CPD records; liaising with Learning & Development/BD regarding fee earner training and/or professional qualifications; undertaking research as necessary using the firm's resources and/or internet; suggesting new procedures or efficiencies to enable fee earners to save time and/or to add value

Undertaking any and all printing, photocopying and scanning as required, ensuring that documents are collated in the correct order, including binding and creation of files/folders; liaising with Reprographics and other support departments as required
Call handling: Dealing with telephone calls in a prompt and professional manner, taking and passing on clear and concise messages; diverting phones, monitoring voicemails and updating greeting messages when team members are absent

Maintaining open and appropriate communication lines with internal and external clients at all times; building relationships with and being the point of contact for all external clients; handling all interactions in a professional manner; responding to and seeking to resolve queries, ensuring follow-up; providing updates as to progress of work and/or ability to meet deadline
Prioritisation: Managing and prioritising own workload to ensure work is turned around within agreed deadlines and time frames

Working as part of a team with other Legal Secretaries to ensure clients' needs and deadlines are met; sharing pertinent information with colleagues; preparing and providing holiday/cover notes to assist others when absent from the office; providing guidance and assistance to new/junior team members; working flexibly and providing support to other team members; attending and contributing to team meetings

Ability to operate fully and effectively the Microsoft programmes and software packages in use by the firm

Assisting with any other ad-hoc administrative duties that may arise