Legal Secretary

Link Personnel Services; Ireland; Hybrid; EUR 50,000 - 60,000; Full time

Benefits offered by this job

Pension

Healthcare

Hybrid Working (1 day WFH)

Annual Reviews

25 Days AL

Travel Saver Scheme

Bike to Work Scheme

Job summary

Link Personnel is recruiting for an experienced Legal PA to provide high-quality secretarial and administrative support to fee earners in a leading international law firm. The role involves document management, file handling, diary control, travel coordination, and billing support, with a hybrid working pattern (1 day WFH).

The ideal candidate will have Legal PA or EA experience, strong IT skills (MS Word/Excel/PowerPoint/Outlook), a CRM system background, and excellent communication and

Qualifications

• Previous experience as Legal PA, Legal Secretary or EA in a law firm or professional services.
• Experience supporting Partners or senior fee earners in a busy legal environment.
• Experience with legal billing and WIP processes is advantageous.
• Excellent IT skills, including fast and accurate typing and audio-typing.
• Strong knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Experience using a CRM system.
• Professional, confident telephone manner and accurate message-taking.
• Excellent diary management and organisational skills.

Responsibilities

• Document and correspondence management: produce, format, proofread legal documents and ensure completeness.
• File management: open/close client and matter files and maintain electronic filing.
• Archiving and matter closure: support closure and archiving procedures, verify balances and write-offs.
• Diary management: proactively manage electronic diaries for fee earners, resolve conflicts.
• Travel & meeting coordination: arrange domestic/international travel, meetings, and catering.
• General responsibilities: maintain confidentiality and support the PA team and wider firm.

Skills

Typing & audio-typing

MS Word

Excel

PowerPoint

Outlook

CRM system

Diary management

Billing / WIP awareness

Communication skills

Tools

Microsoft Word

Excel

PowerPoint

Outlook

CRM system

Job description

Link Personnel is recruiting on behalf of a leading international law firm for an experienced Legal PA to provide high-quality, proactive and efficient secretarial and administrative support to fee earners. The successful candidate will play a key role in ensuring the smooth and effective delivery of client services, providing timely support across a range of administrative, organisational and fee-earning activities.

Salary: to €50k

Benefits: Pension, Healthcare, Hybrid Working (1 day WFH), Annual Reviews, 25 Days AL, Travel Saver Scheme, Bike to Work Scheme

Overall Package: to €60k

Duties

Document & Correspondence Management

• Producing, formatting and proofreading correspondence, legal documents and other materials, ensuring accuracy and attention to detail.
• Checking that documents are complete and that any required enclosures or attachments are included before submission to fee earners for review and signature.
• Monitoring and managing emails on behalf of fee earners during periods of absence, ensuring correspondence is appropriately filed and actioned.

File Management

• Managing the opening and closing of client and matter files, ensuring electronic filing systems are accurate, organised and maintained in accordance with firm procedures.
• Ensuring drafts of pleadings and other legal documents are correctly filed on both electronic and paper files where required.
• Maintaining well-organised matter files, including the creation and management of dedicated pleadings and other specialist files.
• Supporting Partners with WIP meetings and billing processes, including raising bills and ensuring issued bills are distributed within required timescales.

Archiving & Matter Closure

• Supporting the closure of matters and preparing files for off-site archiving.
• Checking account balances and identifying any outstanding time or disbursements, liaising with Accounts regarding write-offs or preparation of final bills.
• Ensuring original client documents are returned appropriately and hardcopy documentation is prepared for archiving.
• Ensuring electronic files are accurately archived in accordance with firm procedures.

Diary Management

• Proactively managing electronic diaries for fee earners, including scheduling and coordinating appointments.
• Identifying potential diary conflicts and resolving issues appropriately.
• Ensuring fee earners are fully briefed on their daily commitments and upcoming appointments.

Travel & Meeting Coordination

• Coordinating domestic and international travel arrangements with fee earners.
• Liaising with relevant internal teams to arrange flights, trains, accommodation and other travel requirements.
• Preparing clear and comprehensive travel itineraries.
• Organising internal and external meetings, including coordinating attendees and confirming arrangements where appropriate.
• Booking meeting rooms and boardrooms, arranging refreshments and catering as required.
• Ensuring all meetings are accurately recorded in the fee earner’s diary.

General Responsibilities

• Maintaining the highest levels of confidentiality when dealing with sensitive client, professional and personal information.
• Providing additional support to members of the PA team within the practice group and across the wider firm as required.
• Working collaboratively with colleagues to ensure the smooth and efficient running of the team.
• Undertaking additional ad hoc administrative duties and projects as required.

The successful candidate will ideally have:

• Previous experience working as a Legal PA, Legal Secretary or Executive Assistant within a law firm or other professional services environment.
• Experience supporting Partners or senior fee earners within a busy legal environment.
• Previous experience of legal billing and WIP processes would be highly advantageous.
• Excellent IT skills, including fast and accurate typing and audio-typing.
• Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Experience using a Client Relationship Management (CRM) system.
• A professional and confident telephone manner, with the ability to take accurate messages and communicate information effectively.
• Excellent diary management and organisational skills.
• Outstanding attention to detail and a high level of accuracy.
• Excellent written and verbal communication skills.
• The ability to prioritise effectively and manage multiple deadlines in a fast-paced environment.
• A flexible and adaptable approach, with the ability to respond positively to changing priorities.
• The confidence to work independently while also contributing effectively as part of a wider PA and support team.
• A strong sense of professionalism, discretion and confidentiality.