Senior Secretary (VA507)

We have an opportunity for a Senior Secretary to supervise the Bermuda secretarial team and provide secretarial and administrative support to fee earners in our Bermuda office.

Principal duties will include:

Supervisory duties

• Dealing with day to day issues including agreement of holiday / other absence requests and sickness notifications
• Workflow management in terms of prioritisation in times of absence / sickness
• Providing input into secretarial staff appraisals including training and developmental needs
• Assisting with fee earner secretarial allocation

Secretarial duties

• Amending lengthy, complex legal documents in an accurate and timely manner
• Checking and proofreading documents and amending as necessary
• Assisting in the creating of new clients / matters on Document Management (DM) system
• Copy typing
• Audio typing from tape and electronic files

General administration

• Answering telephones and email messages
• Assisting with conflict checks
• Taking and forwarding messages
• Booking meeting rooms, equipment and catering
• File management and archiving, ensuring all matter opening data is captured
• Creating and amending diary appointments
• Arranging conference calls
• Working collaboratively with M&BD, providing a range of administrative support as and when requested
• Checking and processing fee earner expense claims
• Ad hoc back up/cover for operations support (reception/court runs/deliveries)

CRM System

• Adding partner and fee earner contacts and ensuring data is up to date to include accurate profiling of contacts
• Adding partner and fee earner marketing & business development (M&BD) activities to their contacts list

Collateral / Presentations

• Creating and formatting PowerPoint presentations as required, following new brand guidelines

BD Trips & Partner Personal BD Plans

• Organising the logistics and all administration associated with business trips, client meetings and small events (e.g. team or partner business trips, small client lunches or dinners, client hospitality, sporting or social events, in-house seminars)
• Ensuring partners plans are kept up to date and that all M&BD activity is reflected in the plan

The ideal candidate will have:

• Previous legal secretarial experience is essential
• Excellent knowledge of Microsoft applications, iManage / DMS, 3E and PDFdocs
• Fast and accurate typing speed
• Highly motivated with a "can do" attitude
• Willingness to assist colleagues
• Excellent communication skills
• Ability to prioritise effectively
• Strong leadership qualities

Please click on "Apply Now" to submit a CV for this vacancy.