Real Estate Secretary - Bristol

Locations: Bristol

Time type: Full time

Posted on: Posted Today

Job requisition id: JR

Role title: Secretary

Location: Bristol

Job type: Full Time, Permanent

Reports to: Secretarial Manager / Secretarial Co-ordinator

The role: To provide fee-earners with proactive and high-quality secretarial support that appropriately meets their requirements, enabling them to focus on providing legal services to clients and reducing the need for them to undertake administrative tasks.

What will you do:

• Diary and contact management: Proactively manage and maintain fee-earners' diaries, scheduling appointments and co-ordinating internal and external client meetings. Ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes. Monitor individual responses for meetings and update fee-earner(s) as required. Arrange the booking of conference rooms, video conference facilities, taxis, refreshments, restaurants, and liaising with meeting attendees. Monitor and respond to post and/or emails, prioritising correspondence to enable fee-earners to focus on urgent matters. Organise travel arrangements through the firm’s travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims, and producing detailed itineraries.
• Administrative tasks: Day-to-day administrative tasks such as photocopying, scanning, and demonstrating the ability to delegate to appropriate department(s) and team administrators. Effectively manage new client matter opening and any additional tasks and duties relating to this process. Organise document management, including closing of files, archiving, and ensuring that all relevant documents are filed electronically and paper-based. Dealing with and submission of travel invoices and expense claims using Chrome River. Submitting invoices for payment through the Accounts Payable team and monitoring progress. Demonstrate an understanding of the end-to-end billing process and AX (Financial system); assisting fee-earners by proactively leading on relevant administrative processes. Prepare WIP reports to be reviewed by fee-earners. Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required. Supporting fee-earners with maintenance of InterAction; ensure new business contact details are entered and contacts from fee-earners Outlook address book are shared. Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages. Supporting fee-earners with the preparation of speaker CVs and formatting of speaker materials, RSVP management for events sponsored by own fee-earner.
• Preparation of key documents and correspondence: Drafting letters and correspondence as required. Proof-reading all work to ensure that completed documents are delivered accurately and to a consistently high standard. Preparation of agendas, presentations, and meeting papers, including print production and timely distribution. Submit edits and format changes to bids, pitches, and other client documents to Document Management Centre and monitor progress. Drafting letters and correspondence as required. Sourcing fee-earners’ CVs for pitches and co-ordinating the update of the CVs for the pitch then submission to the BD contact by required deadline. Support with presentations for client training, seminars, and conferences if required.

What we are looking for:

• Education / Qualifications / Experience: Experience working as a secretary within a professional services environment.
• Knowledge and Technical Skills: Good working knowledge of all Microsoft applications. Experience of working with house-styles and branding. Good working knowledge of document and client relationship management systems, OCR/PDF software, and financial recording applications.
• General Skills: Client service orientated approach. A proven working understanding of teamwork. Problem-solving skills and solutions focused. Advanced communication skills at all levels. Self-management, ability to take ownership and excellent organisational skills. Accountability and professionalism. Business and organisation awareness. Ability to develop self and others. Attention to detail and discretion with confidential information. Able to work effectively as part of a diverse and inclusive team. Creative and forward-thinking approach to tasks.

Here at Simmons & Simmons: Simmons & Simmons is a place where dynamic minds thrive. Our culture is built on work that matters, you will work on inspirational and thought-provoking projects, using your influence to create positive impact for our clients, society, and the planet. We also ensure that everyone’s voice is heard from day one, irrespective of job title, qualification, or background. You’ll be encouraged to have an enquiring mind and share ideas that can drive the firm forward. Through innovative learning and development opportunities, you will be provided with a platform to excel, enabling you to exceed your career ambitions and do things you never thought were possible.

Some key information:

• We offer a competitive package including bonuses dependant on role/level, private medical insurance, and pension contribution.
• Our global skills academy provides our people, regardless of their role and location, with excellent learning opportunities.
• We have adopted a hybrid working approach with a requirement for a minimum of three days in the office with flexibility dependant on role/team/client demands.