IP Legal Secretary

The Institute of Legal Secretaries & PAs; City of Westminster; On-site; GBP 26,000 - 32,000; Full time

Job summary

The Institute of Legal Secretaries & PAs is seeking a Legal Secretary to join a highly regarded IP practice with presence across Europe. You will provide comprehensive secretarial and administrative support to a team of approximately six fee earners across varying seniorities, ensuring smooth day-to-day operations and a professional service to colleagues and clients.

Key duties include diary management, travel arrangements, document preparation, and billing support, with an emphasis on accuracy

Qualifications

• Excellent written and verbal communication skills.
• Highly organised with the ability to manage competing priorities and meet tight deadlines.
• A proactive approach with initiative and ability to work independently.
• Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.

Responsibilities

• Provide comprehensive PA and administrative support to allocated fee earners, ensuring their day-to-day requirements are managed effectively.
• Manage diaries, coordinate meetings and arrange associated logistics, including room bookings and preparation of relevant documentation.
• Oversee inboxes, responding to correspondence and ensuring urgent matters are prioritised appropriately.
• Coordinate domestic and international travel arrangements, including flights, accommodation and itineraries.
• Prepare, amend and format a variety of legal documents, correspondence and presentations, ensuring a consistently high standard of accuracy.
• Assist with billing processes, including reviewing invoice narratives, checking client details and liaising with the accounts team.
• Maintain electronic filing systems and ensure client and matter records are kept accurate and up to date.
• Monitor deadlines and daily task lists, proactively following up on outstanding matters and ensuring actions are completed within the required timescales.
• Provide cover for colleagues during periods of absence, ensuring continuity of administrative support.
• Work collaboratively with the wider administrative team to coordinate workloads and ensure an efficient support service.
• Previous experience working as a Legal Secretary, ideally within a litigation or specialist legal practice.

Skills

Attention to detail

Organisational skills

Communication skills

Professionalism

Education

GCSE English Language and Mathematics

Tools

Microsoft Office Suite

Job description

An opportunity has arisen for a Legal Secretary to join a highly regarded intellectual property practice with an established presence across Europe. The firm works with a diverse portfolio of innovative businesses, providing specialist advice across a broad range of intellectual property matters. With a strong emphasis on collaboration, professional development and maintaining a positive working environment, the firm offers a supportive and sociable culture where individuals are encouraged to contribute, develop and build long-term careers. Employee wellbeing and work-life balance are also key priorities. You will provide comprehensive secretarial and administrative support to a team of approximately six fee earners across a variety of seniority levels. Working closely with the wider support function, you will play an important role in ensuring the smooth day-to-day running of the team, providing an efficient and professional service to both colleagues and clients.,

• Provide comprehensive PA and administrative support to allocated fee earners, ensuring their day-to-day requirements are managed effectively.
• Manage diaries, coordinate meetings and arrange associated logistics, including room bookings and preparation of relevant documentation.
• Oversee inboxes, responding to correspondence and ensuring urgent matters are prioritised appropriately.
• Coordinate domestic and international travel arrangements, including flights, accommodation and itineraries.
• Prepare, amend and format a variety of legal documents, correspondence and presentations, ensuring a consistently high standard of accuracy.
• Assist with billing processes, including reviewing invoice narratives, checking client details and liaising with the accounts team.
• Maintain electronic filing systems and ensure client and matter records are kept accurate and up to date.
• Monitor deadlines and daily task lists, proactively following up on outstanding matters and ensuring actions are completed within the required timescales.
• Provide cover for colleagues during periods of absence, ensuring continuity of administrative support.
• Work collaboratively with the wider administrative team to coordinate workloads and ensure an efficient support service.
  Previous experience working as a Legal Secretary, ideally within a litigation or specialist legal practice.
• A recognised secretarial qualification would be advantageous.
• GCSE English Language and Mathematics, or equivalent.
• Strong working knowledge of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Experience using legal case management and document management systems would be beneficial.
• Excellent written and verbal communication skills.
• Highly organised, with the ability to manage competing priorities and meet tight deadlines.
• A proactive approach, with the confidence to use initiative and anticipate the needs of fee earners.
• A flexible and adaptable approach, with the ability to work both independently and as part of a wider team.
• Professional, approachable and confident when communicating with individuals at all levels.