Float Team Secretary

06 Sep 2017
04 Oct 2017
Contract Type
CMS are looking for a Float Team Secretary to ensure the provision of a high-quality and efficient service to Partners and Assistants across various practice groups. About the role Reporting directly to the Secretarial Support Manager (for the regional offices), responsibilities will include: Organisation: • Diary management of partners and other fee-earners as required; using own initiative to arrange meetings and conference calls and liaising with other secretaries/external clients during fee earner/partner absence • E-mail management - checking, prioritising and summarising e-mails and dealing with correspondence where necessary in the partners'/fee earners' absence; collation of any action points • Collating documentation for meetings and circulating agendas in advance; carrying out research as may be required • Booking video/conference calls, meeting rooms and required refreshments, and lunch and dinner reservations • Booking attendance at conferences/seminars (including national and international travel) and organising trip itineraries and logistics • Making travel arrangements as required, e.g. booking train tickets and collating itineraries • Taking a proactive approach to building relationships with clients and their secretaries in a professional manner • Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on any agreed actions • Acting as 1st-Line IT support for any basic IT queries raised by fee-earners • Organisation of any team socials and other events as may be required (cards, flowers, prizes etc) Documents/Correspondence: • Drafting/typing of confidential matters for partners • Carrying out PDF to Word conversions and vice versa • Printing of agendas, presentations and meetings papers specific to allocated partners/fee-earners which are not of sufficient size to be sent to Reprographics • Production of short, less complex PowerPoint presentations as may be required • Production of engrossed documents including the collation of any required annexures • Proof-reading of all documents to ensure the delivery of work of the highest quality • Any general correspondence as may be required Support of other functions/activities: • Working with the Business Development Team as required, to include helping produce tenders, credential sheets, events, pitches etc • Managing 'low-level' marketing activities as required, to include the processing of any handouts for client events/seminars Relationship Building/Internal Networking: • Attending team meetings and taking minutes as required • Involvement in committees and steering groups relating to secretarial/administrative support/processes for the wider firm • Coaching and mentoring of more junior team members including Junior Secretaries and Administrators About you Qualifications & Experience • Previous experience of working within a law firm is essential • Real estate experience required • Excellent client care skills - the ability to deal with queries from internal and external clients in a professional and polite manner • Excellent organisational skills - the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner • Highly developed time management skills - the ability to work to very tight deadlines while maintaining a high standard of accuracy • Highly developed communication skills - the ability to communicate in a confident and professional manner with people at all levels within the business • Demonstrate flexibility/adaptability in meeting internal and external clients' demands - in both the nature of the work undertaken and working additional hours as required to complete the task(s) • Demonstrate proactivity and the ability to work on own initiative • Maintain high levels of confidentiality and discretion at all times • Reliable with a strong work ethic and a 'can-do' approach • Acts as a positive role model at all times Skills & Knowledge • High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint • A fast and accurate typist with excellent attention to detail, use of language and grammar • Any specific skills as may be required within a particular Practice Group About us CMS is an international organisation with market leading businesses throughout Europe, The Middle East, Asia and beyond. Ranked as the world's 6th largest law firm by lawyer headcount and 6th largest in the UK by revenue, CMS works with clients in 39 countries from 70 office worldwide. On 1 May 2017, CMS, Nabarro and Olswang came together to create a new future-facing firm, one that is well equipped to help our clients face the future with confidence. We are driven by technology and readily embrace the possibilities it opens up for developing new and better ways of delivering legal services. And we recruit, value and nurture top talent. Equal opportunities We welcome and promote diversity among our staff and we are committed to a policy of equal opportunity in all aspects of employment practice. If you are interested please apply online or contact Phoebe Napier, Recruitment Advisor for more information.

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