Legal Secretary - Art & Luxury in London

About Us: Located in the heart of the City of London, Wedlake Bell is a Top 100 law firm offering full services across Private Client, Real Estate, Business Services, and Disputes. The firm has 85 Partners and a total headcount of around 400. We have grown year‐on‐year, attributed to the continual success of our legal teams, and the dedication of our staff members. Our culture is widely‐recognised as one of the best in City law, built on trust, collaboration, and mutual respect. Joining us, you will be part of a firm that supports work/life balance, personal development, and building strong connections. With regular cross‐firm socials and events (including our renowned yearly ski trip and walking trips!), you will quickly feel like part of the WB team.

Key Responsibilities:

• Personal Assistant Support
• Proactively managing the Partner's diary, scheduling meetings, resolving conflicts, etc;
• Preparing meeting agendas and documents, taking minutes, tracking actionable follow‐up items;
• Arranging detailed travel plans (supported by an external provider), domestically and internationally;
• Screen and prioritise incoming emails, calls, or text messages – drafting correspondence and acting as a key point of contact for clients;
• Managing personal appointments, running occasional personal errands, coordinating private events or dining;
• Other ad‐hoc duties as required.
• Legal Secretarial Support
• Supporting the preparation and management of legal documents, business development (BD) and promotional materials, presentations, and correspondence from dictation, drafts, or typed documents;
• Opening, maintaining and organising files (via iManage) ensuring information is easily accessible and complies with established procedures and Lexcel quality standards;
• Diarise deadlines and manage upwards to ensure work is achieved within the committed timeframes;
• Keep track of workflow and maintain list of key matters and associated deadlines and priorities;
• Respond promptly to all internal and external correspondence i.e. acknowledging receipt of correspondence, addressing routine queries, and managing expectations regarding responses;
• Coordinate the billing process by opening matters (via 3E Elite), liaising with the Accounts & Finance team throughout the process for instructions, changes, and to finalise invoices;
• Maintain billing summaries and track WIP, debt, and collections for the partner's matters;
• Send payment acknowledgments;
• Draft and manage daily time entries (via Intapp), ensuring all time is recorded within a reasonable and agreed timeframe and provide weekly reports;
• Maintain BD information via the CRM (Interaction) and various trackers; organise client events with support from Marketing & BD team;
• Process and track expenses weekly, maintaining digital records and reconciliations;
• Other ad‐hoc duties as required.

Key Skills and Qualifications:

• Strong experience as a Legal Secretary (at least five years) in a fast‐paced law firm, ideally (though not essential) having provided one‐to‐one secretarial support;
• Exceptional organisational skills, with the ability to prioritise tasks effectively under tight deadlines;
• Fast, accurate typing skills, with high standards of written English and grammar;
• Exceptional communication skills, both written and verbal, with an emphasis on client service;
• Proficiency in Microsoft Office Suite and familiarity with legal document management systems or other key software (iManage, 3E Elite, InterAction, BigHand, etc);
• A keen attention to detail and a commitment to accuracy in all aspects of work;
• Discretion and personal integrity in handling confidential information.

We are dedicated to fostering a diverse and inclusive workplace, where every individual is respected and valued. We welcome applications from all qualified candidates, irrespective of their background or personal circumstances. If you are passionate about joining a busy team and are eager for a challenging yet fulfilling career, we encourage you to apply.

This is a newly created role supporting leading Partner Rudy Capildeo, providing effective one‐to‐one support in a highly varied role. You will provide a blend of legal secretarial and personal assistant support, working closely with Rudy and the wider team. Responsibilities are highly varied; from day‐to‐day email support, through to arranging international travel and project‐managing BD events or initiatives. This opportunity would suit an experienced Legal Secretary who thrives in a fast‐paced environment, can manage a varied workload and is keen to become a trusted right‐hand to the Partner.