Offers

Legal Secretary

Position reports to: Head Secretary

Hours: 9.00 – 17.30

The major function of a Team Assistant is to perform full secretarial,

administrative and legal office procedures on an assigned basis, it also requires the ability to organize and expedite work flow for your team of lawyers. The assigned Assistant will perform any other duties as are required by the Firm.

Duties And Responsibilities
Reports to and takes direction from the Partner/lawyer and Head of Secretariat.
Performs competently all the functions (including advanced functions) of the Firm’s various software programs, including, but not limited to, Microsoft Word/Excel/PowerPoint, iManage system, DeltaView, DTE, Chrome River, InterAction, E-mail, etc.
Knows where lawyers are at all times during office hours.
Has a thorough knowledge of Firm procedures and upholds all rules and procedures.
Answers and directs complex inquiries to appropriate staff member or lawyer/legal staff. Keeps information confidential when necessary.
Opens, reviews, and sorts, according to priority, all incoming correspondence.
Heavy typing, transcribing of dictation, drafting and editing of text from rough drafts.
Proofreads for typos and edits all documentation, in accordance with W&C Style Guides.
Copies and distributes routine, as well as confidential, memos, letters, faxes and various legal documents.
Keeps herself updated on the use of office equipment, including copiers, fax machines, etc.
Maintains and plans scheduling for lawyers including meetings, conferences and placing conference calls.
Maintains, plans and coordinates the lawyers’ work day, schedules appointments, conferences, meetings and makes travel arrangements, and prepares business itineraries.
Drafts and finalizes diaries.
Creates, organizes and maintains files including offsite.
Works as a Team player to provide secretarial support to other lawyers/legal staff based on direct Partner’s instructions including answering telephones, handling overflow work and coordination of lunch hours among the other assistants/secretaries on the Team. Maintains good working relationship with other Team members. Adherence to Firm guidelines is essential.
Covers absence/lunch breaks of other secretaries.
From time to time, upon request, provides coverage for lawyer/legal staff other than their primary assignment.
In the Partner’s absence, the Assistant must be able to ascertain matters of priority and urgency and be able to respond in a quick and efficient manner. Also checks his emails and correspondence and delegates to appropriate lawyer/legal staff.
In case the Partner is a foreigner, organizing personal and private matters (housing, dealing with local authorities)
Immigration agenda for the Partner – visas, work permit
Any other duties that may be assigned.

Additional Responsibilities
Takes initiative in learning the various support function of the office and proficiency on word processing programs and keeping abreast of changes in the office.
Provides training to new secretaries, as required
Is able to occasionally work overtime, is time flexible and ready to support the Partner using the firm blackberry.

Qualifications

Qualifications, skills and experience:
Excellent knowledge of English language both written and oral
Very good knowledge of PC (Microsoft Word, Excel, PowerPoint)
Typing skills (ability to touch type)
Excellent organizational and administrative skills
Ability to communicate and work under stress
Should be reliable, attentive to details but able to work fast, self-motivated and able to work on her own

Primary Location

Czech Republic-Prague

Job

Office Operations