We are recruiting a Senior Secretary to join the Legal Administration team in our Dublin office.
In many of our offices, 'Hubs' have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing.
We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.
Main duties and responsibilities
Working collaboratively with the rest of the team and fee earners, to deliver and provide exceptional secretarial support by:
* Provide high-level administrative and organisational support to Partners and fee earners, acting as a trusted and reliable point of contact
* Serve as a role model within the team by mentoring junior colleagues, sharing knowledge, and promoting best practice
* Undertake practice-group–specific administrative tasks to build specialist expertise (e.g., super-user on key systems, global billing processes, client reporting, knowledge management support)
* Use strong communication and influencing skills to build rapport quickly with stakeholders and support effective working relationships
* Add value by taking a proactive and organised approach to workload, identifying potential issues early and helping to resolve them
* Act as a subject matter expert on billing processes, ensuring accuracy and compliance
* Maintain accurate and timely use of the firm's finance management systems, including matter opening, updates, closure and archiving; record time for fee earners when required
* Support Billing Coordinators with group billing cycles to ensure smooth and timely invoicing
* Confidently navigate and apply DLA Piper's document management processes, including effective use of iManage for filing, version control and document retrieval
* Coordinate internal and external client meetings, ensuring all logistics are managed (room bookings, conference facilities, attendee liaison, catering requirements and technical setup)
* Support fee earners with meeting preparation, including drafting agendas, collating papers and circulating materials in a timely and organised manner
* Use the document production team to prepare accurate and high-quality first-draft documents in line with firm standards
* Organise and assist with client events, seminars and hospitality, ensuring smooth execution and attention to detail
* Arrange and manage complex travel itineraries, including visas, flights, accommodation, ground transport and related logistics
* Produce and update financial reports from internal systems, highlighting unbilled time and assisting in maintaining accurate client financial schedules
* Provide support on ad-hoc projects as required, such as preparing bundles, coordinating team events and assisting with departmental initiatives
* Undertake additional secretarial and administrative duties as needed to ensure the smooth running of the practice group
About you
* Previous experience as a Senior Secretary
* Previous experience of document management systems
* Knowledge of Microsoft Office Suite
* Excellent diary management
* Strong organisation and prioritisation skills
* Good verbal and written communication skills
* Applies knowledge and judgement to solve problems and make decisions
* Experience of delegating to, and training, less experienced team members
* Flexible approach to working practices in order to meet business needs
* Friendly, personable and approachable
* Adaptable and flexible approach
* Conscientious and diligent
* Remains calm under pressure
* Eager to learn and develop skills
* Adopt a can do attitude
About us
We're a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas, Europe, the Middle East, Africa and Asia Pacific, we deliver exceptional outcomes on cross-border projects, critical transactions and high-stakes disputes.
At DLA Piper, we understand that inclusion is not a one-size-fits-all concept. We embrace and celebrate the range of perspectives, backgrounds and experiences that each individual brings to our firm. By fostering a culture that welcomes and appreciates all aspects of our individuality, we ensure that everyone has the opportunity to succeed.
Our commitment to inclusion and positive social impact enables us to provide exceptional service to our clients and communities, while nurturing a unique and inclusive culture for all our people. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.
We are committed to being accessible and accommodating any reasonable adjustments needed throughout the recruitment process to ensure an inclusive experience for all. If you need any support or adjustments, please let us know.
Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.
Job Reference
6900
Function
Business Operations
Category
Business Professionals
Location
Dublin, Ireland