Legal Secretary in City of London

Legal Secretary - Corporate & Commercial Property Job Description

Job Title:Legal Secretary
Location:Mayfair
Salary:Up to £42,000 depending on experience
Hours: Monday to Friday 09:00 to 17:30

Marcilly Recruitment's client, a respected London law firm, is seeking an experienced Legal Secretary to provide comprehensive secretarial, administrative and transactional support to three Partners - two in Corporate and one in Commercial Property. You will be supporting three lovely principals, all with varying needs.

This Legal Secretary position will suit someone who takes ownership of their work, anticipates the needs of fee earners and thrives in a busy transactional environment. You will remain two steps ahead and think about the bigger picture.

About the Legal Secretary Role

The Legal Secretary will work across a mixture of corporate transactional and commercial property matters. Experience in both areas is ideal, although strong corporate experience would be particularly beneficial. The successful Legal Secretary will have a strong legal background, excellent attention to detail and the ability to manage competing priorities independently, providing effective support throughout the lifecycle of each transaction. This is a role where you can take ownership and broaden your skillset.

Legal Secretary Responsibilities

General Secretarial and Administrative Support

• Provide comprehensive secretarial and administrative support to three Partners (two Corporate and one Commercial Property)
• Manage diaries, meetings, appointments, calls and transaction deadlines
• Draft, amend, proofread and format legal correspondence, agreements and other documentation
• Manage incoming and outgoing correspondence and act as a point of contact for clients and other professionals
• Assist with file opening and closing procedures, including conflict checks, client onboarding and AML/KYC requirements
• Maintain accurate electronic files and document management systems
• Assist with audio dictation and general administrative tasks as required

Corporate Transactional Support

• Prepare, amend and format corporate documentation, including share purchase agreements, shareholders' agreements, board minutes, resolutions, share transfer forms and ancillary transaction documents
• Assist with Companies House filings, corporate searches and maintaining statutory records
• Coordinate document execution, including preparing signing packs and managing electronic signature platforms such as DocuSign
• Assist with transaction completions, including preparing completion documents, collating executed agreements and compiling completion bibles
• Set up, organise and maintain virtual data rooms
• Monitor transaction deadlines and assist with post-completion requirements
• Liaise with clients, counterparties and other professional advisers on ongoing transactions

Commercial Property Support

• Prepare, amend and format commercial property documentation, including leases, licences, contracts, transfers and completion statements
• Assist with property transactions from instruction through to exchange, completion and post-completion
• Prepare Land Registry applications and SDLT returns under fee earner supervision
• Order and manage property searches and liaise with search providers
• Coordinate completions, including liaising with accounts regarding completion monies and circulating completion documentation

Client Care, Billing and Compliance

• Act as a professional first point of contact for clients, solicitors, agents, lenders and other third parties
• Prepare engagement letters, client care documentation and standard correspondence
• Assist with billing, time recording, disbursements and financial administration
• Proactively chase outstanding documents, signatures and information
• Maintain confidentiality and ensure compliance with internal procedures and relevant regulatory requirements

General Team Support

• Assist with document bundling, file archiving and matter tracking
• Maintain precedent documents and templates
• Support the wider team with administrative and transactional requirements as necessary

What We Are Looking for in a Legal Secretary

• Previous experience as a Legal Secretary, Legal PA or in a similar legal support role within a law firm, ideally in Corporate and/or Commercial Property
• A strong legal background is highly desirable, with a law degree or equivalent legal qualification particularly favoured. Candidates with substantial relevant legal experience will also be considered
• A good understanding of legal terminology, documentation and transactional processes
• Experience supporting corporate transactions, particularly document preparation, execution and completion processes, would be advantageous
• Excellent organisational and time management skills, with the ability to support three busy Partners and manage competing deadlines
• Strong Microsoft Office skills, particularly Word, Outlook and Excel
• Familiarity with legal document management systems, Companies House and electronic signing platforms
• Excellent written and verbal communication skills and strong attention to detail
• The ability to work independently, use initiative and take ownership of tasks

The Ideal Legal Secretary

Our client is keen to find a Legal Secretary who is personable, reliable, approachable and genuinely proactive. The ideal Legal Secretary will be commercially aware, confident in their abilities and comfortable working in a busy transactional environment. They would value someone who is not simply reactive to instructions but can anticipate what needs to be done, manage processes independently and become an integral part of the team.

Unfortunately, due to the sheer volume of applications we receive, we are unable to respond to each one individually. Therefore, if you have not heard from us within five working days then sadly your application has been unsuccessful.