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Buddle Findlay

Legal Secretary

  • Posted 1mo ago
  • On Site
  • Full Time
Location

Auckland

Job Description

As a PA/Team-Coordinator you will provide high quality administration and support services as part of the Buddle Findlay team. You will contribute to the success of the firm and our clients.

You are key to the ongoing success and future development of the firm and we commit to providing you with an interesting and varying work environment. In return you will bring to your work the highest professional and personal standards and a commitment to client experience.

Main duties and responsibilities

General

  • Coordinate and support the team effectively with scheduling and assisting them to optimise their productivity
  • Prepare all documentation as required utilising the following:

-Advanced features of Word including CompareDocs and track changes
-PowerPoint Presentations
-Excel
-Document Manipulation Software (Adobe Pro)
-Photocopiers/scanners and binding machines
-Proof reading and checking of all work to eliminate errors

  • Assist fee earners with the management of their diary, proactively following up on appointments scheduled on a daily basis
  • Run the monthly billing process utilising 3e Financial Management System including key client reporting and any associated administration
  • Manage telephone calls and enquiries as required utilising Microsoft Office Teams.
  • Manage and maintain an efficient filing system, including opening and archiving files
  • Arrange meetings as required including team training sessions ensuring all necessary bookings are made together with follow up actions such as the recording of CPD (Continuing Professional Development) administration
  • Manage fee earners' email and voice mail as instructed
  • Maintain up to date contact lists and client details
  • Assist in researching, checking and collating of information as required from time to time
  • Other duties or special projects as required by fee earners from time to time. This may include special client initiatives and events such as arranging lunches, dinners, in-house seminars in consultation with the Marketing team
  • Travel and accommodation bookings as required
  • Participate in all team meetings including the wider secretarial team
  • Produce notes and action points from meetings and distribute – monitoring follow-up tasks on behalf of the team
  • Champion new technology opportunities within the team
  • Input information to Team Intranet pages and monitor content regularly
  • Prepare all outwards mail and despatch according to instructions




Primary objectives

  • Provide administrative services as part of a team of legal professionals
  • Maintain a customer services focus when interacting with internal and external clients and colleagues
  • Support the wider secretarial group



Key skills and attributes

  • Excellent computer skills and the ability to pick up new systems quickly
  • Uses a common sense approach to everyday challenges and works well under pressure
  • A solid understanding of spelling and grammar which enables the production of high quality accurate work
  • The ability to prioritise tasks through strong communication and time management
  • Maintains high professional and personal standards
  • Has a positive outlook and approaches challenges with energy and enthusiasm
  • Works effectively as part of a team
  • Strong interpersonal skills and ability to communicate with staff at all levels




Key competencies

  • Quality of work - Consistently produces high quality work, is accurate and thorough and takes responsibility for tasks and decisions. Asks appropriate questions and produces their best work
  • Communication - Communicates clearly, both verbally and in writing; listens actively and responds effectively. Engages in open and appropriate two-way communication and regularly seeks and accepts feedback
  • Customer Focus – Shows a commitment to providing an exceptional client experience both internal and external
  • Approach - Is inclusive, participative and communicative and respects the contribution of others. Exhibits behaviours befitting a large corporate law firm. Is committed, punctual and responsible and works the hours necessary to deliver results.
  • Critical Thinking – Displays a genuine eagerness to ask thoughtful questions, seek deeper understanding, and challenge existing processes to drive efficiency and innovation. Fosters a culture of curiosity.

Desired Soft Skills

  • Attention to Detail
  • Initiative
  • Communication
  • Problem-Solving
  • Time Management
  • Document Preparation
  • Diary Management
  • Billing Systems (3e)
  • Microsoft Office Proficiency
  • Proofreading

Benefits and Perks

  • ☮
    Lifestyle Leave
  • 📆
    Paid Volunteer Leave
  • 🏘
    Work from Home
  • 🧕
    Inclusive Workspace
  • ❤
    Care and Appreciation
  • ⚖
    Work-Life Balance Support
  • 🧠
    Mental Health Workshops
  • 💚
    Counselling Services
  • 💪
    Physical Health Workshops
  • 🌿
    Wellness Program
  • 🏥
    Subsidised Health Insurance
  • 📈
    Professional Development
  • 🛂
    Visa Sponsorship
  • 🏎
    Competitive Salary
  • 🎉
    Employee Discounts and Rewards
  • 🎖
    Long Service Rewards
  • 📣
    Referral Bonuses
  • 🚚
    Relocation Support
  • 🏆
    Performance Bonus
  • 🚘
    Travel Reimbursement
  • 💻
    Company Supplied Technology
  • 🚶
    Ease Back to Work
  • ⏰
    Flexible Work
  • 🍇
    Fruit Box

Job Schedule

  • Shift Work
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