The Legal Secretary will demonstrate advanced secretarial and administrative competencies by delivering first‑class support and service to senior fee earners, including Partners, Counsels, and other assigned professionals. The role‑holder will ensure efficient coordination of tasks and maintain high standards of accuracy and confidentiality in all administrative activities.
Main Responsibilities
Support local practice group tasks and requirements
Maintain thorough knowledge of specific practice group activities and objectives (e.g., coordinating with tax authorities, courts, due diligence repository)
Create and manage court bundles and documentation
Produce and edit documents, including materials from Service Centers, ensuring accuracy
Manage client intake processes (e.g., AML checks, engagement letters)
Support client requirements proactively through direct contact with clients and their assistants; resolve basic queries
Manage emails and inbox efficiently
Assist with filing documents and emails in iManage
Proactively manage diaries, handle calls, and organize meetings
Maintain and update contacts in Outlook
Provide travel management support
Perform standard administrative duties (e.g., printing, scanning, binding, copying)
Provide billing support to attorneys and the billing team
Process expense reimbursements and reconcile credit card statements
Process vendor invoices accurately
Liaise strategically with Center-based services to ensure full utilization and coordination of services; review materials before sharing with attorneys
Navigate ServiceNow for various tasks, including document services
Support new secretarial staff by acting as a buddy and mentor
Identify and address skill gaps within the team
Provide backup support to the Pooling team as necessary
Skills And Experience
A high school diploma or equivalent; a secretarial degree is preferred
Extensive experience in legal secretarial work; experience in a legal or professional services environment
Intermediate knowledge of Microsoft Word, Excel, and PowerPoint
Familiar with office systems (e.g., Intapp Time, Intapp Open)
Able to complete fine hand manipulation (heavy typing, dialing, filing); able to sit, stand, walk, stoop, and lift up to 25 lbs
Able to work independently, prioritize tasks, and meet deadlines
Knowledge of marketing resources and relevant materials
Excellent written and spoken English communication skills
Actively pursues opportunities for self-development and collaboration
Understands the Firm's structure and available resources
Looks for ways to improve processes and/or procedures
Analytical skills to find solutions to various administrative problems and prioritize workloads
Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.