Evening Secretary

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. The firm’s work is distinguished by a unique combination of precision and vision.

A member of our wider Secretarial Team, the Evening Secretary provides document production and secretarial support to all areas of the business, particularly after normal business hours.

The successful candidate will ideally have prior secretarial or personal assistance experience, with the ability to work both independently and also 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 London Director of Administration or to such other persons as they may nominate from time to time.

Responsibilities include:

• Providing secretarial support and cover for lawyers, and providing assistance to other secretaries and other offices. Duties include but are not limited to diary management, arranging taxis, filing, running redlines, processing expense claims and invoices, time entry, updating CRM database.
• Providing project administrative support, predominately in document production, including creating and heavy amending, in house style and adhering to firm processes, often to a tight deadline. Tasks may include producing, reformatting, editing, finishing and proofreading sometimes complex documents, reports, correspondence, attachments.
• Scheduling, organising and supporting internal and external meetings and providing necessary documentation and notes ahead of meetings in a timely and efficient way.
• Screening incoming evening calls and emails, prioritising items for response and answering routine enquires.
• Booking and organising meetings, travel and accommodation for stakeholders, including for national and international travel.
• Answering incoming calls on the main switchboard after 6pm and redirecting calls when required.
• Handling software translation requests.
• Transcribing digital dictation and copy typing.
• Providing administrative support, such as photocopying, printing, scanning and sending couriers.
• Assisting with matter opening process, preparing necessary documentation.
• Apart from the duties summarised herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work.

• Minimum three years of experience working in a law firm or professional services environment.
• High proficiency in Microsoft Word, Excel, PowerPoint and Adobe Acrobat is essential.
• Minimum typing speed of 60 words per minute and high level of accuracy.
• Experience using expense processing software (such as Chrome River) and time entry software (such as Expert Time) a plus.
• Experience with document management software (such as iManage).
• Proven track record of delivering high quality work with a client-focused, customer-service approach.

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