Evening Document Specialist

Simpson Thacher & Bartlett LLP; Greater London; Hybrid; GBP 32,000 - 52,000; Full time

Job summary

Simpson Thacher & Bartlett LLP is seeking a Document Specialist to provide hands-on document production support across practice groups. The role requires producing, editing and formatting complex legal documents to firm standards while meeting tight deadlines.

You will collaborate with Partners, Counsel, Associates, and Paralegals, coordinate with the New York Word Processing team, and help deliver high-quality documents on time in a hybrid London office with some WFH flexibility on Fridays.

Qualifications

• 3+ years in a Word Processing/Document Production environment.
• Knowledge of software used in the legal industry.
• Proficient in Excel and PowerPoint.
• Strong ability to format complex documents to firm standards.
• Meticulous, proactive and able to work under pressure.

Responsibilities

• Actively undertake document production work with priority and deadlines.
• Coordinate with teams and manage workflow and priorities.
• Liaise with the New York Word Processing team for out of hours support.
• Create, edit and revise complex legal documents in Word and firm tools.
• Format financial statements, charts, proposals, and indexes.
• Perform document processing tasks including scanning, conversions and mail merges.
• Design presentations and multimedia materials for proposals.
• Troubleshoot formatting issues and implement solutions.
• Proofread for accuracy, branding and standards.
• Collaborate with stakeholders to meet requirements and propose improvements.
• Identify process improvements and manage multiple requests.
• Keep accurate records of work and provide training support.

Skills

Word processing

Legal software

Excel

PowerPoint

Document formatting

Attention to detail

Analytical skills

Customer service

Discretion

Prioritisation

Team player

Job description

Simpson Thacher & Bartlett LLP is one of the world's leading international law firms. The Firm was established in 1884 and has more than 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Description/Job Summary

The Document Specialist provides hands-on document production support to Partners, Counsel, Associates and Paralegals across all practice groups. The role requires the individual to actively undertake document production work, ensuring work is delivered accurately, efficiently and within agreed deadlines.

Responsibilities/Duties

• Actively undertake document production work, ensuring all requests are appropriately prioritised and completed within required timescales and to the required quality and standards.
• Negotiate deadlines and proactively manage expectations where necessary, liaising closely with the Document Specialist Coordinator and or the Administration Services Supervisor on workflow, priorities and other operational matters.
• Liaise with the New York Word Processing team to coordinate out of hours support and workflow, ensuring the smooth handover and continuity of document production work across teams.
• Create, edit and revise complex legal documents to Firm specifications using Microsoft Office and other relevant Firm applications.
• Produce and format financial statements, flow charts, presentations, correspondence and other documents, including cross-references, tables of contents, tables of authorities, defined terms and indexes.
• Undertake document processing and formatting, including scanning, document conversions, comparisons, mail merges, closing sets and fillable PDF forms.
• Design and produce presentations, multimedia materials, covers, graphics and other materials for proposals and business requirements.
• Troubleshoot document and formatting issues, identifying and implementing effective solutions.
• Proofread and quality check work to ensure accuracy, consistency, correct formatting and compliance with Firm branding and standards.
• Work collaboratively with stakeholders to understand their requirements, researching, recommending and implementing appropriate document solutions where required.
• Proactively identify and implement improvements to documents, processes and working practices.
• Manage multiple document requests and competing deadlines, reprioritising work as requirements change.
• Maintain accurate records of work undertaken in accordance with departmental requirements.
• Provide technical document support and training to the secretarial team as required.
• Provide additional document production and related support to the secretarial team when required.

Required Skills

• 3+ years of relevant experience in a Word Processing/Document Production environment required.
• Knowledge of software specific to the legal industry.
• Ability to comprehend numerous software applications at an advanced level including Excel and PowerPoint.
• Advanced understanding of technical documents.
• Advanced documentation layout and formatting skills.
• Highly motivated, independent individual with a flexible and proactive approach.
• Meticulous attention to detail.
• Strong analytical and problem solving skills.
• Strong customer service skills with the ability to communicate at all levels and ability to effectively present information verbally and in writing.
• Ability to use discretion with sensitive and confidential information.
• Ability to effectively prioritise and plan work activities and meet deadlines in high pressure environment.
• Ability to work effectively within a team as well as independently and adapt to changing work requirements.

Details

Salary and Benefits: Competitive

Hours: 5 pm - 12 am

Hybrid: Monday-Thursday in office, ability to WFH on Fridays

Equal Opportunities

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.