Key objective of the role:
Provide an exceptional level of organizational, secretarial, billing and admin support to the lawyers within the department. Also to be recognised throughout the firm as reliable, responsible and trusted employees who demonstrate our firm DNA. The Legal Secretary will be liaising closely with a wide range of people across the firm, working as a team both in Tokyo and internationally to deliver excellent service for our clients.
Duties and responsibilities:
Document organisation, indexing and assembly of hard and soft copy files.
Day to day online diary management.
Organising internal and external meetings, lunches and conference calls in accordance with the travel & expenses policy.
Co-ordinating travel schedules, booking flights, accommodation and conference/seminar registrations in liaison with the Office Manager and the Partners.
Communication with clients organising meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for partners in their absence if appropriate
Prepare expense claims in Excel in accordance with the relevant policy.
Preparation of PowerPoint presentations and Excel spreadsheets as required.
Assisting with the preparation of marketing materials and pitchpack documentation. Liaising with the Marketing support team in this regard.
Billing & WIP management review WIP, prepare prebills and bills, issue and produce covering letters to clients, e-billing.
Client and Matter opening- request new client and matter openings, conflict and AML checks using Intapp Business Acceptance.
Time sheet entries supporting fee earners with time entries into Intapp Time as required.
CRM taking responsibility for updating contact and relationship information in the CRM from assigned lawyers; report CRM entries to Marketing support.
To work with other specialist members of the group such as the marketing assistant as well as the paralegals; and assisting by creating bundles for Counsel/experts and document organisation.
General duties including accurate message taking; monitoring emails; file management; audio/copy typing, marking up and formatting documents, archiving and filing on the DM system.
Team work assisting others in the department, covering for absence, any other ad hoc office related duties in the office as required.
Skills and attributes:
Attitude a 'can do' approach, willingness to learn and extend the role above and beyond the job description, approachability, flexibility as to hours and the role, a practical common-sense approach.
Knowledge of Word, Excel, Outlook, PowerPoint, DM systems and billing systems.
Experience working with Filesite/Imanage and Aderant preferred
Excellent phone manner - internally and externally coupled with an ability to communicate clearly and to listen effectively in both English and Japanese.
Previous legal secretarial essential.
Accuracy and speed in typing required.
Proven ability to work as a team player.
Ability to stay calm in often demanding situations and work well under pressure.
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