Legal Secretary Financial Markets
Dublin 2
International Firm
Hybrid Working
Profile
Main purpose of the role: To 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.
Key relationships:
• Daily contact with Partners and Associates for work allocation.
• Daily contact with other secretaries and team administrators within and across practice group(s) to provide/request assistance.
• Regular contact with your Secretarial Co-ordinator or Secretarial Manager for wider work distribution.
• Occasional contact with Secretarial Manager for escalations or issues.
• Building and maintaining relationships with colleagues and key stakeholders.
Main Duties & Responsibilities:
• Diary and contact management
• Proactively manage and maintain fee-earners' diaries, scheduling appointments and co-ordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes.
• Having a good knowledge of fee earners clients, liaising with their PAs.
• Monitor individual responses for meetings and update fee-earner(s) as required. Ensure fee-earners have relevant materials and information in advance of each meeting.
• Arrange the booking of conference rooms, video conference facilities, taxis 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
Person Specification: Education / Qualifications / Experience:
• Experience working as a secretary within a professional services environment Knowledge and Technical Skills:
• Good working knowledge of all Microsoft applications
• Experience of working with house-styles and branding
• Good working knowledge of document and client relationship management systems, OCR/PDF software and financial recording applications
General Skills:
• Client service orientated approach
• A proven working understanding of teamwork
• Problem solving skills and solutions focused
• Advanced communication skills at all levels Self-management, ability to take ownership and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment
• Accountability and professionalism
Some key information
• We offer a competitive package including bonuses dependant on role/level, private medical insurance and pension contribution.
• We have adopted a hybrid working approach with a requirement for a minimum of three days in the office with flexibility dependant on role/team/client demands.