Legal Secretary

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Title :

Legal Secretary

Location :

London

Hours :

Monday - Friday, 8:00 am - 5:00 pm

Job Summary

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.

Based in our London office, you will be a Legal Secretary providing assistance and secretarial support to Partners, Associates, and other fee earners, as assigned.

Responsibilities include:

  • Diary management, co-ordinating and scheduling meetings and calls for multiple attendees across different time zones, including potentially monitoring incoming fee earner emails and updating accordingly, booking venues and meeting rooms.
  • Document production, including potentially heavy amendments and formatting, track changes and working in multiple versions of documents, document comparisons.
  • Arranging meetings and events, liaising with attendees and tracking confirmations.
  • Paper filing and archiving, liaising with Records Department as needed.
  • Supporting fee earners and working with the Accounts team to carry out monthly billing processes.
  • Making travel arrangements: arranging local and international transportation and accommodation, visa support where needed, anticipating all needs and ensuring trips are fully planned, providing support for changes.
  • Supporting fee earners in ensuring daily timesheet recording using Expert Time.
  • Preparation of expense reports using Chrome River; petty cash and cheque requests.
  • Managing telephone calls, ensuring fee earner support for follow-up.
  • Ad hoc photocopying, printing and scanning, liaising and working with Reprographics team as needed.
  • Opening new client matters and ensuring compliance procedures (AML/KYC) are followed.
  • Updating CRM database (InterAction) with client contacts and meeting activity.
  • Supporting Partners and the Marketing team with Business Development activities, including event planning, pitching and meeting management.
  • Ensuring Firm Audit Letters process is followed when requests are received.
  • Assisting colleagues to ensure secretarial support for non-assigned fee earners is provided, as and when needed.

Qualifications

  • Ability to prioritise and multi-task, working to changing and/or tight deadlines.
  • Proactive approach with a positive, enthusiastic work ethic.
  • Ability to use own initiative, working both independently and as a team member.
  • Excellent communication and organisational skills, strong writing ability.
  • Friendly and approachable manner.
  • Willingness to build and improve skillset.

Experience

  • Minimum two (2) years’experience working in a major professional services firm (law firm experience a plus but not required).
  • Experience working with:
    • Microsoft Office (Word, Excel, PowerPoint, Outlook)
    • Styles, templates and numbering tools for Word
    • Adobe Acrobat DC Pro
    • Document management system
    • Workshare Professional 9 or similar (comparisons and metadata stripping)
    • Contactmanagement database experience a plus
  • Minimum typing speed of 60 words per minute and high level of accuracy.
  • At ease with document formatting.

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

GIBSON DUNN & CRUTCHER LLP IS COMMITTED TO THE PRINCIPLES OF EQUAL EMPLOYMENT OPPORTUNITY FOR ALL PARTNERS, EMPLOYEES AND APPLICANTS AND, IN ACCORDANCE WITH THE APPLICABLE FEDERAL AND STATE LAWS, DOES NOT DISCRIMINATE ON THE BASIS OF SEX, RACE, CREED, COLOR, RELIGION, MATRICULATION OR POLITICAL AFFILIATION, NATIONAL ORIGIN, ALIENAGE OR CITIZENSHIP STATUS, ANCESTRY, AGE, MARITAL STATUS OR PARTNERSHIP STATUS, FAMILY RESPONSIBILITIES, DISABILITY, MEDICAL CONDITION, PERSONAL APPEARANCE, GENETIC INFORMATION, PREDISPOSING GENETIC CHARACTERISTICS, SEXUAL ORIENTATION, MILITARY STATUS, STATUS AS A VICTIM OF DOMESTIC VIOLENCE, STALKING AND SEX OFFENSES, ARREST OR CONVICTION RECORD, OR ON ANY OTHER BASIS PROHIBITED BY LAW.