Legal Secretary, 7m FTC

Charles Russell Speechlys; Lombardia; Hybrid; EUR 32,000 - 38,000; Full time

Job summary

Charles Russell Speechlys in Milan is seeking a proactive Legal Secretary to support our legal team and deliver excellent client service. The role is a seven-month fixed-term maternity cover, starting on 1 February 2027, and will involve a range of administrative, document management, and client liaison duties.

You will handle scheduling, billing assistance, drafting letters of engagement, file management, and research support, ensuring strict confidentiality and accuracy in all tasks.

Qualifications

• At least 3 years legal secretarial experience.
• Strong organisational and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and high level of accuracy.
• Proficiency with legal terminology and understanding of legal processes.
• Proficiency with office software including word processing and spreadsheets.
• Discretion and ability to maintain confidentiality.

Responsibilities

• Administrative Support: Answer calls, manage correspondence, greet clients; schedule appointments; maintain calendars; drafting letters of engagement; coordinate with staff and external agencies; arrange travel and visas.
• Document Management: Prepare, type, format documents; organize and maintain electronic filing; paper/digital archiving; proofread; keep records on new business intake.
• Legal Assistance: Conduct research and compile information for attorneys; assist lawyers in preparing and assembling bundles.
• Client Interaction: Assist with billing and invoicing; onboarding new clients and follow-up on payments.
• Case Management: Track timelines and deadlines; manage confidential case files and records.

Skills

Organisational skills

Communication skills

Attention to detail

Legal terminology

Legal research platforms

Discretion

Legal secretarial experience

Tools

Microsoft Office

Job description

The role of Legal Secretary will provide assistance to our team in Milan to ensure excellent client service.

This role is offered on a seven-month fixed-term contract to provide maternity cover, starting on 1 February 2027.

Roles and Responsibilities

Administrative Support:

• Answering phone calls, managing correspondence, and greeting clients.
• Scheduling and coordinating appointments, meetings, and conferences for lawyers.
• Maintaining calendars and reminding lawyers of important tasks and deadlines
• Assisting in drafting of Letter of Engagements
• Coordinating with other staff and external agencies as required
• Travel arrangements for the legal team, including arranging visas where needed

Document Management:

• Preparing, typing, and formatting documentation into the firm house style
• Organising and maintaining documents in the electronic filing system
• Paper and digital archiving of documents following the firm’s policy and quality standards
• Proofread documentation as required
• Keep clear records on new business intake for the legal team

Legal Assistance:

• Conducting research and compiling information for attorneys
• Assisting lawyers in preparing and assembling bundles

Client Interaction:

• Assisting with billing and accounting tasks, including preparing invoices and following up on payments
• Opening new matters and assisting with the onboarding process for new clients

Case Management:

• Keeping track of legal case timelines and informing lawyers of upcoming deadlines
• Managing case files and other records in a confidential manner

Person specification

• Strong organisational and multitasking skills
• Excellent written and verbal communication skills
• Attention to detail and high level of accuracy
• Proficiency in legal terminology and understanding of legal processes
• Proficiency with office software, including word processing, spreadsheets, and legal research platforms
• Discretion and the ability to maintain confidentiality
• At least 3 years legal secretarial experience

Compensation

• Salary range: €32-38K depending on experience