Senior Secretary, Finance and Real Estate

We are recruiting a Senior Secretary to support the Finance and Real Estate hub in our Dublin 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:

 

• 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 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, global billing, client reporting, 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
• Billing subject matter expert
• Ensuring accurate and timely use of our finance management system to facilitate matter opening, maintenance, closure and archiving. Generating accurate billing reports, letters and draft bills in a timely manner. Managing accounts payable (invoices), expenses and disbursements. Recording time for fee-earners when required (including non-billable productive time) on a daily basis
• 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.
• Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
• 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