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Legal Secretary

JR-6626

  1. Istanbul
  2. Permanent
  3. Practice Support
  4. CE Partners

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Job description


Job Description

The Role


The role of the Legal Support Secretary (LSS) is to provide a first-class professional support service to all fee earners. The support provided will be as part of a team with shared responsibilities and collective accountability. LSSs will be expected to refocus tasks and priorities periodically as required by the fee earners and/or practice area. The LSS reports to the Office Manager and is expected, on a daily basis, to create a positive working relationship with the fee earner(s) and their peer group. There are key categories, detailed below, which describe the core areas of the support service provided by an LSS.


Key Responsibilities


The support provided will be as part of a team with shared responsibilities, and the LSS will be expected to refocus tasks and priorities periodically as required by the practice/functional area. The LSS reports to the Office Manager and is expected, on a daily basis, to create a positive working relationship with the fee earner(s) and the team with whom they work. Below describes the core areas of the support service which an LSS provides.


Core Services

  • Calendar/Meeting Management - maintain and manage fee earner schedules and act as the key contact point for fee earners both internally and externally.
  • Travel – organize complex travel bookings in liaison with the local travel agent together with any visa applications and transport bookings.
  • Time & Expenses – oversee time entries and amendments for fee earners on a timely basis; timely submission of expense reports.
  • Liaising with Reception for meeting and video conference set-up.
  • Draft emails and letters, printing/copying/scanning
  • Team Support - work collaboratively with other LSS team members to provide a responsive and professional support service to fee earners; covering for team members during absences, back up reception cover when working shift ends at 19.00


Practice Support Services
Clearance, Risk and Compliance

  • Handle client conflict checks and clearance with the conflicts team based in London.
  • Coordinate matter set up in liaison with Partner/fee earner to ensure minimum mandatory information has been provided and liaising with HR regarding client secondment setup.
  • Follow-up with Partners/fee earners in respect to compliance around engagement letters and MTM.


Matter Management

  • Matter project administration, organize client & matter team meetings, regular document archiving drives, create matter folders, upload documents to matter site.
  • Notify Billing, Business Development when a Partner instructs a matter to be closed.


Matter Team Support

  • Document Management/Production - manage document processing from beginning to end including edits, formatting, house styles and proofreading, liaising with the Document Production Unit in Paris/London if required.
  • Assist the matter team with the original process (soft & hard copies) when necessary.
  • Liaise with the office assistant regarding printing of bibles and bundles together with any other bulk printing requests.
  • Attend practice area meetings, taking notes and providing other administrative support when needed.
  • Support Matter Team on the use Best Delivery tools (CC Connect, Workshare transact, Template automation)


Functional Area Support
Business Development

  • Assist Business Development and Partners with formatting and amending pitches.
  • Notify Business Development of pitches that are won or lost if Business Development are not aware through their updates.
  • Tracking BD activities
  • InterAction entries


Finance

  • Update and maintain all system information for fee earners' matters including generate monthly draft bills, running matter financial reports, amending billing narratives, time transfers, invoice mark-ups and time splits if needed
  • Add phases, tasks, rates and debtors to matter financial information
  • Make sure that engagement letters are registered in the system, update Financial Controller and Billing Coordinator

Human Resources


Key Working Relationships


Along with all Secretarial Services staff, a key attribute of the LSS's success will be dependent on the positive and collaborative working relationships which they build with colleagues in the Practice Area. The key working relationships for the LSS will be:

  • Fee earners to whom they provide first-line support and cover support
  • Office Manager
  • Billing & Finance, Business Development, Human Resources, Best Delivery, IT and Reception
  • Document Production Unit


Performance Standards

A Legal Support Secretary will be assessed on the basis of their performance. Contribution will be measured according to the individual's delivery against the core role categories identified below, together with additional objectives. Performance is measured by reviewing the individual's ability to demonstrate the behaviour and skills outlined in the Competency Framework and supported by the firm's Values. These skills and behaviours are grouped under the following headings:

  • Technical
  • Administration
  • Organising and Managing Resources
  • Working Relationships
  • Communicating & Influencing
  • Commitment & Self-Motivation
  • Analytical Thought & Problem Solving
  • Leading & Developing Others
  • Organisational /Strategic Thinking

Qualifications

Key Requirements

Skills:

 

  • Minimum typing speed 60wpm with a high level of accuracy.
  • Very Good knowledge of MS Word, PowerPoint, Excel, Outlook and Adobe Acrobat Pro DC
  • Previous experience of working in a similar role within a large law firm


Qualifications:

 

  • University Degree
  • Fluent English Level

Company Description

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

Our one firm global strategy is focused on targeted growth led by the needs of our core clients, those who we can best support with the breadth and depth of Clifford Chance expertise, across the sectors and geographies, which matter most to them.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.


Additional Information

Equal opportunities statement

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.

Video

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  1. Istanbul

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