IP Legal Secretary in City of Westminster

An opportunity has arisen for a Legal Secretary to join a highly regarded intellectual property practice with an established presence across Europe. The firm works with a diverse portfolio of innovative businesses, providing specialist advice across a broad range of intellectual property matters. With a strong emphasis on collaboration, professional development and maintaining a positive working environment, the firm offers a supportive and sociable culture where individuals are encouraged to contribute, develop and build long-term careers. Employee wellbeing and work-life balance are also key priorities. You will provide comprehensive secretarial and administrative support to a team of approximately six fee earners across a variety of seniority levels. Working closely with the wider support function, you will play an important role in ensuring the smooth day-to-day running of the team, providing an efficient and professional service to both colleagues and clients.,

• Provide comprehensive PA and administrative support to allocated fee earners, ensuring their day-to-day requirements are managed effectively.
• Manage diaries, coordinate meetings and arrange associated logistics, including room bookings and preparation of relevant documentation.
• Oversee inboxes, responding to correspondence and ensuring urgent matters are prioritised appropriately.
• Coordinate domestic and international travel arrangements, including flights, accommodation and itineraries.
• Prepare, amend and format a variety of legal documents, correspondence and presentations, ensuring a consistently high standard of accuracy.
• Assist with billing processes, including reviewing invoice narratives, checking client details and liaising with the accounts team.
• Maintain electronic filing systems and ensure client and matter records are kept accurate and up to date.
• Monitor deadlines and daily task lists, proactively following up on outstanding matters and ensuring actions are completed within the required timescales.
• Provide cover for colleagues during periods of absence, ensuring continuity of administrative support.
• Work collaboratively with the wider administrative team to coordinate workloads and ensure an efficient support service.
  Previous experience working as a Legal Secretary, ideally within a litigation or specialist legal practice.
• A recognised secretarial qualification would be advantageous.
• GCSE English Language and Mathematics, or equivalent.
• Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Experience using legal case management and document management systems would be beneficial.
• Excellent written and verbal communication skills.
• Highly organised, with the ability to manage competing priorities and meet tight deadlines.
• A proactive approach, with the confidence to use initiative and anticipate the needs of fee earners.
• A flexible and adaptable approach, with the ability to work both independently and as part of a wider team.
• Professional, approachable and confident when communicating with individuals at all levels.

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