Responsibilities

• Diary management responsibilities including making appointments, organising meetings and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate.
• File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence.
• Proactive client liaison including take messages, pass on information and deal with simple queries.
• Build relationships with other teams including finance to take responsibility for chasing WIP and financial matters for partners
• Handling documents, some of which are large, making amendments and working to deadlines
• Responsible for coordination of marketing events of up to 50 people and liaising with events team internally on larger events.
• Manage the production of all documents, including restyling using house styles and client document styles (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required.
• Organising conference calls on behalf of the fee earners in a timely fashion via our Belfast Team
• Organising transport, accommodation and related documentation for international travel as required.
• Prepare client registration documents, engagement/assignment letters, conflicts checks, money laundering and audit Letters, with direction from partner/fee earner.
• Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients.
• Audio and copy typing of legal documentation and correspondence to a high standard.
• Maintain CRM by updating InterAction and maintaining fee earner contact lists and updating calendar invites with the correct BD information.
• Support Marketing and Business Development administration e.g. prepare alerters, invites, web profiles, presentations, contact sheets, tenders, bids etc.
• Arranging events.
• Any additional ad hoc tasks as required

Key Skills & Experience

• Experienced administrator or Secretary/PA with previous experience from a legal or financial/banking environment.
• Must have an understanding of diary management, organisation and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team and be a role model and mentor to the junior members of the team.
• Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010).
• Must be a competent typist.
• Must be competent at producing legal documents to a high standard.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Understanding of using a computerised finance system (Fieldfisher use LexisOne).
• Understanding of using a Client Relationship Management system (Fieldfisher use InterAction).

Personal Attributes

• Must be able to pre-empt and demonstrate initiative in ensuring the workload is managed efficiently maintaining effective communication with the fee earner at all times.
• Must have a ‘can do’ approach and be willing to develop the role to ensure a high level of unsupervised support as far as can be attainable is provided.
• Must be able to work autonomously and aim to resolve problems, identify solutions with minimum of supervision and direction.

What can we offer you?

Our people are at the core of what we do. Fieldfisher's benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assurance & income protection, flexi-gym discounts, season ticket loans, bike-to-work loans and much more.

Fieldfisher Belfast is based in the vibrant and modern offices located in the iconic Titanic Quarter. You will be joining a growing and exciting office environment, which has seen rapid expansion since its opening in August 2018.

Our open plan workspace encourages a sense of camaraderie, hybrid working and hot-desking. We have diverse teams made up of Lawyers, Legal Support and Business Services Professionals, collaborating to provide outstanding service to our clients, working across our many different sectors and practice areas. Offering great commuter links, being a 10-minute walk from the city centre, bookable on-site parking and easy access to railway and bus services.

We understand the importance of collaboration outside of work with lots of different clubs and networks for our people to get involved in, including quiz nights, book club, choir, firm-funded yoga, fitness challenges, football teams, and inclusive events with our nominated charity partners. If you would like to know more, chat with our recruitment team or visit our social media channels to see for yourself!

Culture & personal development

We’re a firm with real entrepreneurial drive and we don’t believe in squashing people’s individuality. We want you to use your unique talents and experiences to help the firm grow. You can only do that by being yourself. And working closely and collaboratively with people throughout the firm. That’s why we foster a culture that encourages you to be yourself.

We’ll give you bespoke support to develop your own career. Whether that’s through allowing you to “access all areas” across the firm, funding you through training for professional development qualifications, or making sure you have a structured career plan, we’ll make sure your talents are being nurtured.

How to apply

Enter your email address on the job advert and press the 'apply now' button to submit your CV and to start your application.

Please note that we recruit on a rolling basis, meaning that your application will most likely be reviewed before the application deadline. We will continue to accept applications until we have successfully filled the role.