Secretary

In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing. These opportunities were not possible with the traditional model.

We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.

We have 4 levels of role in the team:

• Team Coordinator – Manages and takes responsibility for the efficient running of the team. Oversees incoming work flow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
• Senior Secretary - Takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and acts as workflow supervisor where required.
• Secretary - Provides general secretarial and administration services as part of the secretarial team.
• Team Apprentice – An apprenticeship level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

Main duties and responsibilities

• Working collaboratively with the rest of the team to deliver comprehensive secretarial support by:
• Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency
• Proactively managing workflow from the team inbox and completing tasks in priority order
• Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place
• Manage fee earner expectations in terms of deadlines and status of tasks undertaken
• Organising travel arrangements through the travel portal including booking and confirmation of reservations, flights, hotels, taxis, after flight transfers. Liaising with third party provider to obtain visas and producing detailed itineraries
• Understanding DLA Piper document management processes (iManage)
• Utilising document production for the creation of all first draft documents
• Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Organisation of file management including closing of files, archiving and ensuring all relevant documents are filed electronically and in line with our file management best practice
• Understanding the end-to-end cash management process
• Understanding the client matter opening processes
• Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool)
• Providing administrative support to fee earners with conflict searches and audit requests
• Assisting on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.

About you

• Previous experience within a professional services environment
• Knowledge of Microsoft Office Suite
• Strong organisation and prioritisation skills
• Good verbal and written communication skills
• GCSE Maths and English Grade 4 and above or equivalent
• Ability to demonstrate problem solving skills
• Flexible approach to working practices in order to meet business needs
• Good verbal and written communication skills
• Friendly, personable and approachable
• Adaptable and flexible approach
• Conscientious and diligent
• Remains calm under pressure
• Eager to learn and develop skills
• Adopt a can do attitude

About us

We're a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas, Europe, the Middle East, Africa and Asia Pacific, we deliver exceptional outcomes on cross-border projects, critical transactions and high-stakes disputes.

At DLA Piper, we understand that inclusion is not a one-size-fits-all concept. We embrace and celebrate the range of perspectives, backgrounds and experiences that each individual brings to our firm. By fostering a culture that welcomes and appreciates all aspects of our individuality, we ensure that everyone has the opportunity to succeed.

Our commitment to inclusion and positive social impact enables us to provide exceptional service to our clients and communities, while nurturing a unique and inclusive culture for all our people. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We are committed to being accessible and accommodating any reasonable adjustments needed throughout the recruitment process to ensure an inclusive experience for all. If you need any support or adjustments, please let us know.

Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.

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