Legal Secretary (VA874)

Carey Olsen is looking for a Legal Secretary to join our team on a UK remote-working basis. You will provide dedicated, high-level secretarial and administrative support exclusively to two Bermuda-based Corporate partners with demanding practices and frequent travel schedules. The role is varied and fast-paced and requires a highly organised, proactive and responsive individual who can manage competing priorities, anticipate requirements and help ensure that the partners’ practices operate efficiently. You will act as a key point of coordination for diaries, travel, communications, client and matter administration, billing and day-to-day practice management. Prospective candidates should be based in the UK currently, and have the right to live and work in the UK.

If you have strong secretarial or administrative experience, excellent attention to detail and enjoy working as part of a busy and collaborative team, we would love to hear from you.

Key duties and responsibilities include:

Secretarial and administrative support

• Typing and other word processing tasks, including PDF editing
• Amending lengthy, complex legal documents in an accurate and timely manner
• Checking and proofreading documents and amending as necessary
• Filing and correspondence duties in iManage
• Telephone and conference calls duties
• Proactively manage complex and frequently changing diaries, arranging and prioritising meetings across multiple time zones
• Checking and processing business related expense claim forms
• Assisting with conflict checks and file opening procedures
• Booking meeting rooms and catering (in Receptionist's absence)
• Monitoring and managing the partners’ inboxes as agreed, identifying urgent matters, organising correspondence, flagging deadlines and assisting with routine follow-up
• Assisting with conflict checks, client due diligence and new client and matter opening procedures
• Deal with billing and month end procedures and general finance duties

CRM system (Peppermint)

• Adding partner and fee earner contacts and ensuring data is up to date to include accurate profiling of contact
•  Adding partner and fee earner marketing & business development (M&BD) activities to contacts list
• Recording marketing and business development activity and assisting with meeting preparation and follow-up
• Supporting the coordination of client events, conferences and other business development commitments where required

Other

• Work closely with the wider secretarial and business services teams and provide reasonable cover where required, while maintaining primary responsibility for the two partners
• Secretarial / team cover when required
• Undertake other administrative and practice-support duties consistent with the role

The ideal candidate will have:

• ​Been educated to GCSE / A-Level standard (or equivalent)
• Previous experience in a senior legal secretary, executive assistant or comparable professional-services support role
• Demonstrable experience supporting senior stakeholders with complex diaries, travel and competing priorities
• Proficiency with MS Office applications, including PowerPoint, and Elite (or equivalent)
• Good typing speeds and accuracy are essential
• Previous experience of working in a legal environment is strongly preferred
• Secretarial / administration qualifications advantageous
  

Hours of work

The role is based on 35 hours per week, with a 60-minute unpaid lunch break each day. Standard working hours are:

• Monday to Thursday: 12.00pm to 8.00pm
• Friday: 11.00am to 7.00pm

Benefits

• 25 days’ annual holiday, with the option to buy or sell up to five days per financial year
• Discretionary bonus scheme
• Private medical insurance from your first day, with previous medical conditions disregarded and the option to add family members at your own cost
• Pension scheme
• Permanent health insurance
• Life assurance of four times annual salary 

Please click“Apply for this job” to submit your CV for this vacancy.