Job Description

We are recruiting a Senior Secretary to join the Finance hub in our London office.

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:

• Legal Admin Lead – Oversees the effective operation of practice group legal administration support teams, working in close collaboration with the Team Leader to ensure smooth day to day operations.
• Team Leader – 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 and provide exceptional secretarial support by:

• Provide high level support to partners and fee earners as a trusted advisor
• Act as a role model and mentor to less experienced members of the team by sharing knowledge and best practice
• Completes practice group specific tasks to develop specialist expertise (e.g. super-user on specific tools, knowledge management support)
• Utilises skill in influencing stakeholders - quickly building rapport and be seen as a trusted advisor
• Adding value by taking a proactive approach to tasks and anticipating potential problems before they arise
• Collaborating closely with the Billing Team to deliver seamless support to partners and fee earners.
• Ensuring accurate and timely use of our client relationship management system to facilitate matter opening, maintenance, closure and archiving, expenses and disbursements. Occasionally recording time for fee-earners when required (including non-billable productive time)
• Understanding DLA Piper document management processes (iManage)
• 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
• Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner
• Utilising document production for the creation of all first draft documents
• Organising and assisting with client functions, entertainment and seminars, as required;
• Arranging complex travel bookings, including visas, flights, taxis, accommodation and rental cars, etc.
• Assisting the billing team returning client balances and other adhoc cash management tasks.
• Assisting on ad-hoc projects as and when required, for example managing bundles, supporting team events etc.
• Any other secretarial or administrative duties as required

About you

• Previous experience as a Secretary
• Previous experience of document management systems
• Knowledge of Microsoft Office Suite
• Excellent diary management
• Strong organisation and prioritisation skills
• Good verbal and written communication skills
• Applies knowledge and judgement to solve problems and make decisions
• Experience of delegating to, and training, less experienced team members
• Flexible approach to working practices in order to meet business needs
• 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
• Works cooperatively with colleagues across teams and functions
• Shares knowledge and supports colleagues to achieve collective goals

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.