Secretary
Financial Markets & Real Estate
Location
Dublin, Ireland
Work type
Onsite
Employment
Full Time
Experience
2-5 years
Compensation
Compensation not disclosed
Posted
9h ago
Summary and responsibilities
Role overview
Summary
The Secretary provides proactive and high-quality secretarial support to fee-earners, enabling them to focus on legal services by managing administrative tasks. Key responsibilities include diary and contact management, administrative support, and preparation of key documents and correspondence.
The Role
To provide fee-earners with proactive, high-quality secretarial and administrative support, enabling them to focus on delivering legal services to clients while reducing administrative demands.
Key Responsibilities
Diary and Contact Management
Proactively manage fee-earners’ diaries, appointments and internal/external meetings, resolving clashes and prioritising effectively.
Liaise with clients, PAs and colleagues and maintain a good understanding of fee-earners’ client relationships.
Monitor meeting responses, provide updates and ensure fee-earners have all relevant materials in advance.
Arrange meeting rooms, video conferences, taxis, refreshments, restaurants and other meeting requirements.
Monitor and prioritise emails and correspondence, using initiative to route matters appropriately and respond where possible.
Arrange travel, including flights, hotels, transfers, currency, reservations, itineraries and expense claims.
Administrative Support
Complete day-to-day administrative tasks and delegate larger-volume work to appropriate teams.
Manage new client matter opening in line with firm procedures and Service Excellence processes.
Organise document management, file closures and archiving, ensuring accurate electronic and paper filing.
Process travel invoices and expenses through Chrome River and submit invoices to Accounts Payable.
Support the end-to-end billing process and AX, ensuring bills are completed within required deadlines.
Prepare WIP reports for fee-earner review.
Support time recording through Intapp and provide reporting as required.
Maintain InterAction, including new business contacts, Outlook contact sharing, updates, activities and meeting/pitch reports.
Support SharePoint content updates and page maintenance.
Support events, speaker CVs, presentations, delegate RSVPs and event-related queries.
Document and Correspondence Preparation
Draft letters and correspondence as required.
Proofread documents to ensure accuracy, consistency and a high professional standard.
Prepare agendas, presentations and meeting papers, including printing, distribution and follow-up.
Coordinate document formatting, bids, pitches and client materials with the Document Management Centre.
Source and coordinate fee-earner CVs for pitches and ensure timely submission of pitch materials.
Support presentations for client training, seminars and conferences in line with firm branding and house style.
Maintain fee-earner CVs on CV Bank and the website, including updates and quarterly reviews.
Proactively identify completed deals and matters that should be added to CVs.
Person Specification
Education, Qualifications and Experience
Experience working as a secretary within a professional services environment.
Knowledge and Technical Skills
Strong working knowledge of Microsoft Office applications.
Experience working with house styles and corporate branding.
Good knowledge of document management, CRM, OCR/PDF and financial recording systems.
General Skills
Strong client-service focus and professional approach.
Excellent teamwork, communication and interpersonal skills.
Strong problem-solving and solution-focused approach.
Excellent organisation, prioritisation and time-management skills.
Ability to take ownership, work calmly under pressure and manage competing deadlines.
High level of accountability, professionalism and business awareness.
Strong attention to detail and discretion when handling confidential information.
Ability to work effectively within a diverse and inclusive team.
Creative, proactive and forward-thinking approach to tasks.
Updated 9h ago
Candidate fit
Skills and qualifications
Additional skills
Experience
2-5 years
How this role is positioned
Role classification
Job domains
Industries
Employment
Full Time
Contract duration
Permanent
Hiring type
Direct
Global hiring
Location specific
Offer details
Compensation and benefits
Compensation
Compensation not disclosed
Location, schedule, and role shape
Work setup
Work conditions
Bandwidth profile
Context on the employer
Company snapshot
Company
Simmons & Simmons
Team size
Growing team
Location
Dublin, Ireland
Simmons & Simmons is a place where dynamic minds thrive. Their culture is built on work that matters, working on inspirational and thought-provoking projects, using influence to create positive impact for clients, society and the planet. They ensure that everyone’s voice is heard from day one, irrespective of job title, qualification, or background. Employees are encouraged to have an enquiring mind and share ideas that can drive the firm forward. Through innovative learning and development opportunities, they provide a platform to excel, enabling employees to exceed career ambitions and do things they never thought were possible.
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Secretary
Dublin, Ireland • Full Time