To work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team.

Skills and Experience required

• Relevant offshore experience preferred however those with many years in local law firms may apply.
• Candidate should possess effective and efficient administration skills.
• Ability to manage pressure and conflicting demands, and prioritise tasks.
• Good verbal and written communication skills; word processing skills.
• Ability to work in a close-knit team and essentially a good team player.

Key Responsibilities

Administrative and Organisational

• Diary management for assigned fee earners
• Arranging meetings/conferences
• Sending and responding to invites
• Make lunch/dinner reservations
• Prepare papers for meetings and deal with any necessary paperwork etc. following meetings attended by fee earners
• Travel arrangements to include preparing itinerary, book flights and accommodation etc changing and updating itineraries with little notice as required by changes in client and other work demands.
• ChromeRiver and medical reimbursements submissions
• Maintain and update client and other relevant contact details on InterAction
• Photocopying and scanning as required
• Provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested.
• Assist with reception duty. Secretary may also be called upon under normal circumstances to cover the reception when the receptionists are busy coordinating drinks and biscuits/lunch for big meetings, etc.
• Provide support to business development events

Finance and matter management

• Including review of narratives, issuing invoices, chasing for debts, liaising with counsel to chase bad debts etc
• Intapp requests
• Close files requests
• Check correct rates are applied to the matter, including other offices’ rates
• Amending bill narrative
• Running WIP reports
• Billing (ensuring all disbursements are included)
• Add/amend additional billing parties via Intapp
• Run reports (billed and unpaid) as requested
• Ensuring bills are sent to the relevant parties and saved in the relevant matter worksite
• Chasing and recovering debts
• Prepare first draft of engagement letters

Technical

• Documentation
  • To produce and amend documents with speed and accuracy
  • To format, paginate, number and present documents in Norton Rose Fulbright house-style
  • Collating signature pages of documents and despatching to clients
  • Deal binder
  • Updating fee-earners CV at website
  • Preparing PowerPoint presentatio
• ACRA/LawNet searches/E-filing
• Run conflict checks and compliance queris
• Prepare engagement letters
• To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard