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The successful candidate will 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, making
appointments and coordinating internal and external client meetings,
meetings with legal directories etc and ensure all work activities
are scheduled effectively, including the identification and
resolution of potential challenges and clashes.
Arrange the booking of conference rooms, video conference
facilities, cars, refreshments, restaurants, and liaising with
meeting attendees, both internal and external.
Monitoring and responding to post and/or emails, prioritising
correspondence to enable fee earners to focus on urgent matters and
using initiative to route emails to the appropriate individuals for
swift response and action; wherever possible, responding to and
filing emails on behalf of fee earners to reduce volume.
Day-to-day administrative tasks such as photocopying, scanning and
demonstrating the ability to delegate to appropriate department/s
when necessary, e.g. for organising large volume printing,
photocopying, document production.
Organises document management, including closing of files,
archiving and ensures that all relevant documents are filed
electronically and paper-based, if required.
Dealing with and submission of travel invoices and expense claims,
and maintenance/filing of copies.
Organising and maintaining up to date systems to ensure effective
document management, including closing of files, archiving and
ensuring all relevant documents are filed electronically and paper-based.
Supporting fee earners, Secretarial Co-ordinator or Group Head on
time recording (Rekoop), including exception monitoring and
reporting as required.
Preparation of key documents and correspondence
Typing and formatting of presentations, reports and legal
documentation. 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 and chasing
papers for meetings and ensuring that Lawyers have papers and
adequate preparation time.
Formatting of bids, pitches and capability statements for clients
typically in Word or PowerPoint; inputting edits to client facing
documents, sourcing fee-earner CVs for pitches and coordinating the
update of the CVs for the pitch then submission to the BD contact by
required deadline and/or submission of pitch documents where online
submission is 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 Microsoft applications.
Experience of working with house styles.
Good working knowledge of document and client relationship
management systems, OCR/PDF software and financial recording applications.
Here at Simmons & Simmons:
We believe our people define us. Our working environment is genuinely
collegiate with a supportive atmosphere and team ethos - we have a
reputation for being a friendly culture which we are very proud of. An
inclusive and diverse culture, our innovative approach and being truly
international are just a few more things that make us, us.
Competitive Offer Package including bonus's dependant on
role/level, private medical insurance & pension contribution to
name a few.
Dress 'for your day' Code.
Hybrid working approach of 2 days a week required in the office
with flexibility dependant on role/team/client demands.
A wide range of international offices including: Hong Kong; Dubai;
Tokyo; Dublin; Milan; Bristol; Madrid; Singapore.
All offices have their own artwork collections - with a Damien
Hurst and a Tracey Emin in the London office. We have a long
standing history in supporting the art community especially up and
The creation of Simmons & Simmons Solutions - bringing
together the best legal advice from our established legal teams with
non-traditional capabilities that enhance, expand and differentiate
the Simmons offering.
We were ranked as a Times Top 50 Employer for Women and Top 30
Employer for Working Families in 2020.
We have Social and Sport Committees contributing to Xmas &
Summer parties, end of month drinks and various sporting events.
We also have a range of Diversity Network Groups including LGBT+,
Emerge (Race & Ethnicity) and The Number One Club (Women's
network) who have organised various talks and events firmwide.
If you are interested in finding out more about this position then
please contact Charlotte Smith at firstname.lastname@example.org
with any questions. To apply for the role please click on the link at
the bottom of the page/visit the career pages on our website, where
there is also a detailed job description.