Legal Secretary - Litigation

We are seeking a highly organised and detail-oriented Legal Secretary to join our Litigation team. The successful candidate will provide comprehensive administrative, document, billing, and court support to attorneys and legal professionals in a fast-paced, deadline-driven environment. This role requires a high level of professionalism, strong technical skills, and strict adherence to confidentiality. Key Responsibilities

• Accurately open and maintain client matters in InTapp, including Client Party Maintenance, under appropriate supervision.
• Prepare and file Engagement Letters and Retainer Invoices in accordance with established procedures.
• Manage and organise electronic files in iManage, including creating subfolders, applying naming conventions, conducting searches, and creating e-bundles, links, and tracking tools.
• Format legal documents in accordance with House Style, using Word styles to ensure consistency and accuracy.
• Use track changes, manage author name changes, and compare document versions using Litera Compare.
• Generate branded memoranda and engagement letters using Contract Express.
• Prepare and maintain hearing bundles, including core documents, exhibits, and authorities.
• Create bundle indexes, manage pagination, citations, formatting, and maintain proper electronic filing structures.
• Prepare binder covers and spine labels and apply appropriate printing and volume standards.
• Prepare and file documentation relating to work permit applications for King’s Counsel and clients.
• Prepare and submit court admission documentation for attorneys, ensuring accuracy and timeliness.
• File documents via the E-Filing Portal.
• Develop and maintain a working knowledge of court procedures, including filing and service requirements, court fees, Judge Assignment Forms, and winding-up and creditor petition processes.
• Assist with the service of documents, including Hague Convention procedures, apostille requests, and acknowledgements of service.
• Support billing and finance processes, including prebill generation, joint billing, write-offs, discounts, and rate changes.
• Assist with time entry management, including excluding, amending, and transferring time.
• Prepare Statements of Account and input soft and hard costs.
• Support vendor creation and ensure invoice naming conventions are followed.
• Maintain the shared court calendar and manage fee earner schedules.
• Complete and submit court hearing forms.
• Coordinate hearing logistics, including transportation, accommodation, and court attire.
• Book meeting rooms and schedule virtual meetings.
• Notify clients and external visitors of appointments.
• Order office supplies and manage stationery requests.
• Operate and maintain office equipment, including scanners and copiers.
• Manage file storage, offsite archiving, and file destruction processes.
• Maintain database entries as required.
• Assist with business travel arrangements.
• Prepare and submit expense claims in accordance with policy.

Qualifications and Experience

• At least 5 years’ secretarial experience, preferably in a law firm environment
• Experience with time recording and billing
• Experience with document management and legal systems (e.g., iManage, InTapp, Contract Express)
• Familiarity with litigation processes and court filings is an advantage
• Proficiency in Microsoft Office, Adobe and legal document formatting
• Strong organisational and time management skills
• Excellent attention to detail and accuracy
• Ability to work independently and collaboratively
• Ability to meet deadlines in a fast-paced environment
• Strong written and verbal communication skills
• High level of discretion and professionalism