The legal secretary enhances attorney effectiveness by providing information-management support; representing the attorney to clients and others.

Legal secretaries work in law offices and perform secretarial tasks that are specific to the law field: writing legal documents, such as summonses, motions, subpoenas, etc., conducting research and reading legal articles, and more, as well as standard secretarial duties, that might include answering phones and email, filing, creating and maintaining schedules for lawyers, ordering supplies, copying, faxing and maintaining the office. 

Essential Duties and Responsibilities

The following is a non-exhaustive list of duties:

• To welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
• To produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.
• To conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analysing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.
• To maintain attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.
• To represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
• To generates revenues by documenting and inputting attorney billable time and reimbursable expenses; preparing invoices; tracking payments.
• To maintains client confidence by keeping client/attorney information confidential.
• To provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
• To ensure all files (physical and electronic) are complete and properly managed as per document management policies and procedures.
• To ensure that the case management software/central calendar are properly maintained and to remind related parties of statutory dates.
• To coach and train new joiners about court/company etiquettes and proceedings.
• To perform any cognate duties relative to this position.

Supervisory Responsibilities

This role will not have direct reporting lines, though will involve working and influencing other employees in parallel/matrix reporting lines.

Degree of Independence/Supervision

• Requires minimal supervisions on the job. Independently works under broad supervision and can manage one owns time efficiently.
• Works closely with the attorney and updates the latter (and relevant team) on a timely basis of event, challenges and issues.
• A-Level Certificate and ideally someone studying law on a part time basis.
• At least 3 years’ experience in a similar role.

Qualifications and Experience

A lesser qualification may be accepted if this is compensated by suitable demonstrable real world experience.

Skills

Essential technical skills required are:

• Moderate to expert level in MS Office Suite.
• Outstanding time management and typing.
• Knowledge of the relevant jurisdiction legal processes.
• Strong listening and communication skills.
• Strong people and inter-personal skills.
• Desired experience in Document Management/Case Management/SharePoint.
• Strong organizational skills.

This role will be based in a fast paced, fact changing start-up type environment and as such requires an individual with exceptional skills in the following:

• Good team players
• Ability to deal with simultaneous tasks/projects
• Ability to handle demanding and difficult stakeholders
• Customer centric behaviour
• Meticulous and detail oriented
• Flexible
• Influential

We are looking for exceptional individuals to be part of the company transformation team in an exciting fast paced start up culture. Skills and experience are required, appreciated and valued but personality and character, intelligence and integrity will be paramount considerations. High maintenance, humourless, introvert or self-important individuals will not succeed in this position and should not apply. You should already be a self-starter, quick learner and have a solid ability to work independently and get things done.