Legal Secretary

Gibson Dunn; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading global law firm is seeking a talented Legal Secretary for its London office. The role involves providing document production and secretarial support across the business. Ideal candidates will have prior experience, exceptional organizational skills, and the ability to adapt to evolving demands. Join a dynamic team in a prestigious environment.

Qualifications

• Prior secretarial or personal assistance experience preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Diary management and scheduling meetings for multiple attendees.
• Document production and formatting under tight deadlines.
• Making travel arrangements and managing expense reports.

Skills

Communication

Analytical

Detail-oriented

Time-management

Customer service

Judgment

Job description

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Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. Our work is distinguished by a unique combination of precision and vision.

The firm has recently expanded its global network of 21 offices, including new offices in Abu Dhabi and Riyadh. We are now looking for a talented Legal Secretary to join our London office. A member of our wider Secretarial Team, the Legal Secretary provides document production and secretarial support to all areas of the business.

The successful candidate will ideally have prior secretarial or personal assistance experience, with the ability to work both independently and as a member of a team, in an effective and professional manner. The role requires exceptional organisation and time management skills, and the ability to adapt to the evolving needs and demands of the business.

This role reports to the Secretarial Coordinator or to such other persons as they may nominate from time to time.

Specific Responsibilities

1. Diary management, co-ordinating and scheduling meetings and calls for multiple attendees across different time zones, including potentially monitoring incoming fee earner emails and updating accordingly, booking venues and meeting rooms
2. Document production, including potentially heavy amendments and formatting, track changes and working in multiple versions of documents in house style and adhering to firm processes, document comparisons and working often to tight deadlines
3. Transcribing digital dictation and copy typing
4. Arranging meetings and events, liaising with attendees and tracking confirmations
5. Paper filing and archiving, liaising with Records Department as needed
6. Supporting fee earners and working with the Accounts team to carry out monthly billing processes
7. Making travel arrangements: arranging local and international transportation and accommodation, visa support where needed, anticipating all needs and ensuring trips are fully planned, providing support for changes
8. Supporting fee earners in ensuring daily timesheet recording using Expert Time
9. Preparation of expense reports using Chrome River; petty cash and cheque requests
10. Managing telephone calls, ensuring fee earner support for follow-up
11. Ad hoc photocopying, printing and scanning, liaising and working with Reprographics team as needed
12. Opening new client matters and ensuring compliance procedures (AML/KYC) are followed
13. Updating CRM database (InterAction) with client contacts and meeting activity
14. Supporting Partners and the Marketing team with Business Development activities, including event planning, pitching and meeting management
15. Ensuring Firm Audit Letters process is followed when requests are received
16. Assisting colleagues to ensure secretarial support for non-assigned fee earners is provided, as and when needed
17. Handling software translation requests
18. In addition to the duties summarised herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work

Qualifications and Skills:

• Excellent communication skills, both verbal and written
• Strong analytical skills
• Detail-oriented in all tasks, including excellent proof-reading and research skills
• Strong time-management skills and ability to meet deadlines
• Ability to develop strong internal and external relationships, including ability to work effectively with people at all levels
• Ability to multitask and prioritize responsibilities
• Excellent judgment and decision-making skills

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. Our work is distinguished by a unique combination of precision and vision.

The firm has recently expanded its global network of 21 offices, including new offices in Abu Dhabi and Riyadh. We are now looking for a talented Legal Secretary to join our London office. A member of our wider Secretarial Team, the Legal Secretary provides document production and secretarial support to all areas of the business.

The successful candidate will ideally have prior secretarial or personal assistance experience, with the ability to work both independently and as a member of a team, in an effective and professional manner. The role requires exceptional organisation and time management skills, and the ability to adapt to the evolving needs and demands of the business.

This role reports to the Secretarial Coordinator or to such other persons as they may nominate from time to time.

Specific Responsibilities

1. Diary management, co-ordinating and scheduling meetings and calls for multiple attendees across different time zones, including potentially monitoring incoming fee earner emails and updating accordingly, booking venues and meeting rooms
2. Document production, including potentially heavy amendments and formatting, track changes and working in multiple versions of documents in house style and adhering to firm processes, document comparisons and working often to tight deadlines
3. Transcribing digital dictation and copy typing
4. Arranging meetings and events, liaising with attendees and tracking confirmations
5. Paper filing and archiving, liaising with Records Department as needed
6. Supporting fee earners and working with the Accounts team to carry out monthly billing processes
7. Making travel arrangements: arranging local and international transportation and accommodation, visa support where needed, anticipating all needs and ensuring trips are fully planned, providing support for changes
8. Supporting fee earners in ensuring daily timesheet recording using Expert Time
9. Preparation of expense reports using Chrome River; petty cash and cheque requests
10. Managing telephone calls, ensuring fee earner support for follow-up
11. Ad hoc photocopying, printing and scanning, liaising and working with Reprographics team as needed
12. Opening new client matters and ensuring compliance procedures (AML/KYC) are followed
13. Updating CRM database (InterAction) with client contacts and meeting activity
14. Supporting Partners and the Marketing team with Business Development activities, including event planning, pitching and meeting management
15. Ensuring Firm Audit Letters process is followed when requests are received
16. Assisting colleagues to ensure secretarial support for non-assigned fee earners is provided, as and when needed
17. Handling software translation requests
18. In addition to the duties summarised herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work

Qualifications and Skills:

• Excellent communication skills, both verbal and written
• Strong analytical skills
• Detail-oriented in all tasks, including excellent proof-reading and research skills
• Strong time-management skills and ability to meet deadlines
• Ability to develop strong internal and external relationships, including ability to work effectively with people at all levels
• Strong customer service ethic
• Ability to multitask and prioritize responsibilities
• Excellent judgment and decision-making skills

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.