Legal Secretary,Tax

Recruiter
Norton Rose Fulbright
Location
South East England
Salary
Competitive
Posted
13 Jun 2018
Closes
19 Jun 2018
Job role
Tax
Sector
Legal
Contract type
Permanent
Hours
Full time
The Team The successful candidate will work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team. This will include Business Development and Event support when required. Our London tax team works across Europe, the United State, Canada, Latin America, Asia, Australia and Africa. The Role Technical Ability To produce and amend documents with speed and accuracy in Norton Rose Fulbright house style, proof reading all work, checking for spelling and grammar, including processing electronic dictation when required (BigHand) To be a user of key software packages, (i.e. Word/PowerPoint/Excel) and take responsibility for any training (e.g. MOS) to improve relevant skills needed to meet the needs of the business To proactively work with the fee earners to ensure relevant documentation is produced to meet clients' expectations and deadlines To produce PowerPoint and other presentations and marketing materials to a high standard in Norton Rose Fulbright house style Extensive use of InterAction particularly managing marketing lists, adding contacts to marketing lists, editing fields, searching lists and exporting data to excel To set–up and manage training sessions and programmes using the Learning Management System (LMS) including recording attendance Administrative Skills Manage diaries of allocated fee earners in Microsoft Outlook to include: Making appointments Arranging meetings/conference calls Sending and responding to invites Booking restaurants and meeting rooms and taxis Circulate calendar invites and reminders, liaise with speakers regarding presentation materials and handouts if required To prepare papers for meetings and deal with any necessary paperwork etc. following meetings attended by fee earners Keep an accurate schedule of past and planned Knowledge Talks, Trainee Training and other team meetings and seminars for the team Make travel arrangements as requested. Keeping in line with the Norton Rose Fulbright Travel Policy Process expense claims, payment requisition forms, returned advances and manage disbursements Ensure Partners approve invoices online via Intapp and also assist with Partner's monthly billing. To maintain and update client and other relevant contact details on InterAction database Regularly load brochures, briefings, seminars and events on Athena via SharePoint for the department To process all forms including new client forms, new matter forms, money laundering and conflict checks forms To ensure that all electronic filing and paper–based filing is up to date and maintained at regular intervals To carry out photocopying and scanning as required To arrange seminars including sending out invitations (via the GSC), dealing with queries, amending PowerPoint presentations, preparing printing of documentation, brochures, badges (Selfit), arranging catering, room layout & facilities plus and follow up requirements Send out briefings/updates using VutureVX to team mailing list via the GSC. Liaise with brand & creative regularly to update team brochures Keep the team mailing list up to date including dealing with bouncebacks on InterAction. Proactively seek client information/business cards and updates in order to maintain and update client information on InterAction Update your respective fee earners CVs both on the internal systems and the firms website Keep the team intranet up to date (using SharePoint) including adding new briefings/updates and recent PR in the team To assist in the production of pitches when required Assist and support the management of the Knowledge Investment Hour Policy, including setting up matters, chasing fee earners to meet deadlines and billing and closing the matters when complete General Approach To show a positive approach and interest in the work that your fee earners are undertaking Show initiative when responding to queries and actively try to seek solutions to problems and communicate any updates with the secretarial team and fee earners when required To deal sensitively with a global client base for whom English is frequently not the first language To support your fee earners when clients are demanding the work product to be delivered To support and build working relationships with your own fee earners as well as other members of the team and to actively work for the interests of the whole team Professional Skills To manage a varied workload, balancing different demands and deadlines whilst being able to use initiative on a daily basis To immediately clarify instructions from fee earners should they be unclear or if deadlines are not made explicit. To respond to internal and external telephone enquiries politely and professionally and take accurate telephone messages (name/number/company), passing them on to the relevant fee earners. To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines. To provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested Skills and Experience Required English Language GCSE or equivalent Secretarial qualifications/ILEX secretarial certificate/diploma qualification desirable but not essential Track record of working for a large City or international law firm Accurate and computer literate Ability to use initiative and problem solve Organised with an ability to meet deadlines Pro–active and positive with an ability to build working relationships Strong communication skills Ability to work as part of a team Confident and professional with an ability to use own judgement Flexible with an ability to work outside core hours if required. Systems/programs Microsoft Word 2010 Excel Powerpoint Visio Outlook SharePoint – Intranet Selfit – Events/BD InterAction (Web and Windows) Vuture VX – Events/BD Cornerstone Learning Management System (LMS) Admin level – team training and external training Pdf documents Adobe Reader and Writer BigHand Intapp/SAP Document Management System – Worksite or similar WebEx Condeco (Room bookings system) At Norton Rose Fulbright we welcome receiving direct candidate applications via our careers page. If you would like to ask any specific questions beforehand, please contact Kirran Gill at NO AGENCIES PLEASE

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