Float Legal Secretary

3 weeks ago

Melbourne, Australia Clyde&Co Full time

Job Title

- Float Legal Secretary

- Job Location

- Melbourne

- Department

- Workplace Services

- Job Type

- Business/Professional Services & Support

- Description

As a Float Legal Secretary you will assist various practice groups across the firm. Your primary role will be to backfill a secretary when they are on leave to provide secretarial support to their allocated fee earners. You may also be allocated to a practice group to provide additional secretarial support during busy periods.

The assistance our Float Secretaries provide is invaluable and they are highly regarded by the Partners and teams they support.

**Key responsibilities**

As a Float Legal Secretary you are a core member of the legal support team, and provide a range of administrative support to a number of fee earners in order to manage their practice including assisting with document drafting, billing, client relationship management as well as general diary and inbox management.

Following is an outline of the core responsibilities required of the role. Individual assignments may vary depending on the needs of the practice with some ad hoc responsibilities such as archiving or deliveries.
- High level of admin support to Partner and fee earners as required
- General administration including inbox management, drafting correspondence and court documents
- Monthly billing, including ensuring that client SLA's and specific billing requirements are followed
- Attending to client and matter queries, including managing the process of opening new clients and matters, through to closure of a matter
- Generating briefs to counsel including electronic and hard copy briefs
- Capturing and recording fee earner time including business development activities and liaising with clients
- Diary management, including organising internal and external client meetings and arranging travel
- All other ad hoc duties as required.

Client and matter
- Attending to client and matter queries
- Assisting lawyers with various tasks including Court documents and attending to e-filing
- Organising appointments/meetings
- Liaising with third parties (booking meetings, chasing responses to Court, Counsel etc).

Finance
- Process third party invoices and disbursements
- Compile and prepare fee earner expenses
- Assist the fee earners with timesheets in the firm's time management system, InTapp Time
- Provide assistance with the preparation of client reports.

In addition, as a Float Legal Secretary it is expected that you will:

- Provide high level secretarial cover and support to allocated fee earners and/or practice groups. When floating in a role, the expectation is that you will:

- Source secretarial handover notes prior to starting in the role and clarify expectations;
- Introduce yourself to allocated fee earners and proactively seek out work; and
- Respect established and proven organisational techniques in the role being covered.
- Proactively seek out additional duties such as Word Processing, filing, billing during times of higher capacity
- Provide assistance to secretaries with file closing and archiving projects.

**Essential skills and experience**
- Minimum 2 years legal secretary or professional services experience
- Superior time management to complete tasks efficiently
- Superior attention to detail
- High level of professionalism and service excellence with clear and concise communication
- Flexibility to work autonomously and as part of a team environment
- Experience with Elite 3E and iManage will be highly regarded
- A positive attitude to work, and an adaptable and collaborative approach
- Be a proactive, self-starter who can hit the ground running.

**About Clyde & Co in the Asia Pacific Region**

Clyde & Co is a leading global law firm, specialising in the sectors that underpin global trade and commercial activity, namely: insurance, transport, infrastructure, energy, and trade and commodities. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal services and commercially minded legal advice to businesses operating across developed and developing markets. Clyde & Co is committed to operating in a responsible way. This means progressing towards a diverse and inclusive workforce that reflects the diversity of its communities and clients, using its legal skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment. The firm has 440 partners, 1800 lawyers, 2500 legal professionals and 4000 staff in over 50 offices [and associated offices] worldwide.

**How to apply**

**_We offer a rewarding work environment that supports professional growth and opportunities. We value diversity in our work place and it is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, colour, sex, sexual orientation, gender identity or expression, religion, n

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