Legal Secretary

Cooley are seeking a Legal Secretary to join the Brussels office.

Position summary: To provide complex and specialised secretarial and administrative support to assigned fee earners within the Business department practice group. As part of a closely integrated Brussels office, the role also provides operational office support and front-of-house/reception coverage as required to ensure the office runs smoothly.

Specific duties include, but are not limited to, the following:

Position Responsibilities: 

Technical

• Prepare documents to support lawyers, which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product.
• Complete all document processing and correspondence assignments accurately and within fee earner’s stated timeframes.
• Make all necessary travel arrangements, adhering to the firm’s Travel Policy.
• Organise diary appointments, arrange meetings (book meeting rooms, confirm appointments/details, distribute/prepare material where required) and diary management.
• Prepare presentation slides and materials for internal/external meetings and seminars in the Firm's house style.
• Assist with the production of bills and liaise with the Accounting and Finance department where required.
• Comply with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role).
• Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters.
• Maintain current client/matter lists.
• Photocopying, printing and scanning.
• Assist with e-filing Outlook messages and ensuring they are synced with iManage.

Personal Management

• Coordinate internal procedures and compile backup materials for fee earner/paralegal preparation of audit letter responses.
• Deal with telephone enquiries, managing client enquiries/requests for meetings and taking accurate messages and passing them on promptly or trying to assist and responding on behalf of the fee-earner, if appropriate.
• Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for fee earners’ contacts and updating, maintaining and resolving conflicts within the CRM tool. 
• Managing fee earner work, allocating and prioritising tasks on a daily basis.
• Prepare Expense Reports, Travel Reimbursements, etc. in accordance with accounting guidelines.
• Enter Daily Time Entry (DTE) on a daily basis.  Maintain file copies of released DTE.
• Create and maintain paper files, including chronological files and indexes not stored in Records Department. 
• Keep all files up-to-date and organised.  Ensure materials are forwarded to the Records Dept. as necessary.
• Follow firm’s archiving process as set by the Records Department.
• Prepare and arrange couriers, document production and facsimile requests as needed.

Reception and Office Support

• Staff the reception desk and provide front-of-house coverage as required, ensuring that reception is appropriately covered during the working day.
• Greet clients and visitors warmly, notify their host, escort them to the appropriate meeting room or visitor office, and provide refreshments and other assistance as needed.
• Support the day-to-day running and presentation of reception, meeting rooms and other shared office areas, including resetting rooms after meetings where required.
• Receive, organise and distribute mail and deliveries, and coordinate couriers and outgoing items as needed.
• Assist with meeting and office hospitality, including catered lunch orders, car services, restaurant bookings and local information for visitors where appropriate.
• Assist with ordering, monitoring and restocking office and kitchen supplies to support the smooth running of the Brussels office as needed.
• Track relevant travel and expense receipts and follow reimbursements, credits and refunds through to completion where required.
• Support scanning documents to PDF, e-filing in the firm’s document management system and other routine document/records administration as requested.
• Provide practical administrative support for office projects and ad hoc tasks, including setting up Zoom/Teams meetings and assisting other team members when required.

Client Focus

• Maintain good client relationships for the fee earners.
• Assist with client queries in a professional and timely manner.
• Assist internal clients (all groups within the business) with queries and respond in a timely manner.

Communication

• Liaise with clients and callers when fee earners are out of the office. Take accurate messages and deal with queries or assist callers wherever possible.
• Assist and take ownership for internal/external queries in a polite and professional manner. Seek out information and resolve queries.
• Maintain confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.

Team Work

• Provide assistance to other Partners and fee earners during the absence of other secretaries in the team, as and when required
• Other duties as assigned or required.
• Work flexibly across secretarial, reception and general office support activities to support the size and needs of the Brussels office.

Skills & Experience: 

Required:

• Excellent spoken and written command of English, French and Dutch. Other languages are an asset.
• Fast and accurate typing.
• Advanced knowledge of Word, MS Windows, Outlook, Excel, PowerPoint, Visio, and Acrobat.
• After orientation at Cooley, exhibit proficiency in all Firm specific applications including WorkSite/FileSite, IntApp, eDictation, the CRM tool, WorkShare, Litera ChangePro, Best Authority and scanning software.
• Ability to strip document formatting and reformat in house style.
• Educated to High School standard/equivalent or above.
• Previous Corporate legal secretarial experience in a law firm environment.
• Available to work overtime, as necessary.

Preferred:

• A secretarial qualification preferred.

Competencies: 

• Strong customer service focus.
• Confident and willing to provide a consistently professional, welcoming front-of-house service and to take ownership of reception coverage when required.
• Ability to work independently and as part of a team in a fast paced environment for multiple fee earners, meet deadlines and maintain flexibility with work assignments (including changes in fee earner assignments) and work schedule.
• Ability to organise and prioritise work assignments, as well as delegate tasks to support departments when necessary.
• Must demonstrate initiative, diplomacy and tact.
• Possess excellent written, communication and proofreading skills with high level of attention to detail.
• Demonstrate professional manner at all times.
• Excellent organisational skills.
• Resilient and calm under pressure.
• Demonstrate a proactive approach and sound judgement at all times and in line with service need with the ability to identify solutions and deliver resolutions effectively.
• Demonstrate numerate and analytical skills.
• Reliable, committed and punctual.

Direct reports: No

Equal Opportunity Statement: We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Firm will be based on merit, qualifications and abilities. The firm does not discriminate in employment opportunities or practices on the basis of age, color, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, Wealth and social origin, and other characteristics that make each person unique. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination and access to benefits and training.