Legal Secretary

at  Ropes Gray

Term:

Permanent
Working hours:

Full-time
Department:
Secretarial Services
Location:

London
The firm
Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.
Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.
Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.
The role

Qualifications and Skills

• At least five years’ previous experience of supporting at partner level or equivalent in a corporate, legal or banking environment.
• Proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
• Strong writing and communication skills.
• A critical eye for detail and consistency.
• Well organised and demonstrates the ability to multi-task.
• Positive, professional attitude and able to remain calm under pressure.
• Ability to prioritise and use initiative.
• Highly motivated and confident.
• Acts a role model, leading by example with professional behavior and a positive attitude. Approachable and working collaboratively with others, promoting team spirit.
• Willingness to work flexibly to meet client needs, offering assistance to others when needed and delegating to other resources as required

OVERVIEW OF THE ROLE

To provide high quality secretarial and administrative support to the partners, associates and trainee solicitors, as well as working closely with other secretaries and business support professionals. The shift pattern is 9.30am – 5.30pm with flexibility needed in times of pressure. The role reports to the Senior Manager, Global Secretarial Services Operations.

KEY ROLES & RESPONSIBILITIES

• Actively manages fee-earners’ diaries, exercises good judgment with regard to priorities and urgency and resolves conflicting appointments.
• Proactively manages fee earners’ and own inbox, ensure that client/matter related emails are dealt with and filed in FileSite on a timely basis.
• Managing the billing process with the Finance team.
• Proactively manages opening new clients and matters, conflict checks and drafts/amends engagement letters.
• Arranges complex travel and prepares itinerary.
• Takes responsibility for managing fee-earners’ contacts and keeping InterAction up to date.
• Maximises the efficiency and effectiveness of filing supported by the firm’s electronic filing system, ensures that all client files, whether electronic or hard copy, are kept complete and up to date.
• Sorting and processing incoming and outgoing mail.
• When required by fee earner, inputting timesheets onto Intapp Time.
• Amending and formatting documents, spreadsheets and presentations, proof reading of work to ensure that completed documents have been produced to an appropriately high standard.
• Answering telephone calls promptly in a professional manner i.e., full message taking, actioning, and following up. Checking voicemail regularly in the absence of fee-earners and responding to messages where appropriate.
• Completion and submission of expense forms using correct client or office charge code (travel expenses and other expenses).
• Administrative tasks including typing, photocopying, binding, scanning documents, filing, expenses and preparing weekly business development submissions for internal “London BD Weekly Update” report.
• Develops and maintains professional relationships with fee earners, clients and counterparts at the client.
• Anticipates the needs of both internal and external clients, responds to expectations and adds value by ensuring that the client experiences the highest quality of service at all times.
• Recognises the importance of working as part of a team, promotes team spirit both within own group and firm-wide. Willingly assists other team members and shares knowledge.

Qualifications and Skills

• At least five years’ previous experience of supporting at partner level or equivalent in a corporate, legal or banking environment.
• Proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
• Strong writing and communication skills.
• A critical eye for detail and consistency.
• Well organised and demonstrates the ability to multi-task.
• Positive, professional attitude and able to remain calm under pressure.
• Ability to prioritise and use initiative.
• Highly motivated and confident.
• Acts a role model, leading by example with professional behavior and a positive attitude. Approachable and working collaboratively with others, promoting team spirit.
• Willingness to work flexibly to meet client needs, offering assistance to others when needed and delegating to other resources as required.

Professional demeanour and style appropriate for an international law firm