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Job Title Secretary
Department Financial Markets
Role Business Services
Job Location Dublin

The role:

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.

Administrative tasks

  • 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 coming artists.
  • 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 charlotte.smith@simmons-simmons.com 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.

Additional Documents
Job Description