Law Firm Secretary / Administrative Assistant

Across Legal; Barcelona; On-site; EUR 28,000 - 38,000; Full time

Job summary

Across Legal in Barcelona is seeking a highly organized Legal Secretary to directly support Partners and professionals across the firm. This strictly administrative role does not require a law degree and operates in a demanding, fast-paced environment.

The position emphasizes calendar management, document handling, time recording, billing support, and business development assistance, with a focus on confidentiality and discretion.

Qualifications

• Qualification in Executive Secretarial Studies or similar field.
• 2–3 years of experience as a Legal Secretary, Legal Assistant, Executive Assistant or similar role.
• C1 level of English and native/bilingual proficiency in Spanish and Catalan.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint).
• Experience with document management and e-signature tools; familiarity with legal practice management and ERP systems.

Responsibilities

• Support Partners and other professionals by coordinating day-to-day activities.
• Matter management: opening, monitoring and closing matters and filing client information.
• Time recording, billing and collections support with Admin/Finance.
• Document management: prepare, review, file legal and commercial documents.
• Diary and schedule management: calendars, meetings, travel, deadlines.
• Business development support: proposals, presentations, follow-ups.
• Internal coordination across departments and occasional reception support.

Skills

C1 English

Bilingual Spanish/Catalan

Executive secretarial skills

Education

Executive Secretarial Studies

Tools

Kleos

Holded

ERP systems

Microsoft Office

Document management tools

Job description

At Across Legal, we continue to grow and are looking for a Legal Secretary to provide direct support to our Partners and other professionals across the firm.

We are looking for an organised, resourceful and proactive professional with previous experience in law firms and accustomed to working in demanding, fast-paced professional environments. This is a key role in ensuring the smooth coordination and day-to-day operation of our teams, while providing high-quality support to our professionals and clients.

KEY DUTIES AND RESPONSIBILITIES:

• Support to Partners and other professionals: providing direct assistance in organising and coordinating their day-to-day activities, anticipating their needs and priorities.
• Matter management: opening, monitoring and closing matters, as well as collecting, managing and filing the necessary client information and documentation.
• Time recording, billing and collections: monitoring and reviewing team time entries and allocations, as well as supporting billing processes and payment follow-up in coordination with the Administration and Finance team.
• Document management: preparing, reviewing, editing, filing and organising legal and commercial documentation, including contracts, service proposals, engagement letters and presentations.
• Diary and schedule management: managing calendars and coordinating meetings, travel arrangements, deadlines and other professional commitments.
• Business development support: assisting with the preparation and follow-up of proposals, presentations, meetings and other business development initiatives.
• Internal coordination: collaborating with the different Staff departments to ensure proper follow-up of internal procedures and efficient management of delegated tasks, including occasional reception support when required.

IMPORTANT: This is a strictly administrative and secretarial support role. This position does NOT require a law degree (LL.B./LL.M.) and is not a paralegal or junior lawyer track.

YOUR PROFILE:

• Qualification in Executive Secretarial Studies, Executive Assistance or a similar field, with specific training in legal secretarial work or equivalent experience considered an advantage.
• 2–3 years of experience as a Legal Secretary, Legal Assistant, Executive Assistant or in a similar role, preferably within a law firm or professional services firm.
• C1 level of English and native or bilingual proficiency in Spanish and Catalan.
• Advanced proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook and SharePoint.
• Experience with document management and electronic signature tools, as well as legal practice management and ERP systems (Kleos, Holded or similar).
• Familiarity with Artificial Intelligence tools, such as Copilot, Claude or ChatGPT.
• An organised, proactive and resourceful approach, with the ability to manage multiple tasks and priorities independently and meet established deadlines.
• Ability to work both independently and as part of a team, adapting flexibly to changing needs and priorities.
• Excellent communication skills, with a strong attention to detail and accuracy.
• A high level of integrity, confidentiality and discretion.

WHAT WE OFFER:

• A competitive compensation package aligned with your experience and professional background.
• A stable position with a high level of responsibility, working directly with the firm's Partners and other professionals.
• Opportunities for professional development and continuous learning in a high-level legal environment.
• The opportunity to join a firm committed to innovation, excellence and continuous improvement.
• A dynamic, professional and collaborative working environment where initiative, autonomy and teamwork are highly valued.

Across Legal, a firm where talent, excellence and innovation are at the heart of our strategy.

The personal data provided in your application and throughout the recruitment process will be processed by Across Legal, S.L.P., acting as Data Controller.

By submitting your CV, you consent to the processing of your personal data for the purpose of assessing your profile and considering you as a candidate for the position. Your personal data will be treated confidentially and used solely for the recruitment process relating to the position for which you have applied.

Regarding the retention period of your personal data, your data will be deleted after three months of inactivity, in accordance with the GDPR and applicable personal data protection legislation.

If you wish to exercise your rights of access, rectification, erasure, portability or objection in relation to your personal data, you may do so by contacting [e-mail], in accordance with the GDPR.

For further information, please visit https://acrosslegal.com/politica-de-privacidad/

By submitting your application, you confirm that you have read and understood this notice and agree to the processing of your personal data as described above