We are recruiting for a Secretarial Services Coordinator to join one of our international law firm clients on a permanent basis. Duties will include:* Monitor absence calls or emails and ensure any secretarial absence is communicated to the Secretarial Manager and HR immediately. * Assign alternate cover for sickness absence, notify attorneys/teams accordingly, and contact IT to request out of office message notifications. * Respond to and co-ordinate secretarial holiday and personal time requests ensuring sufficient resources in place. * Approve absences through PeopleSoft and update internal schedules/spreadsheets accordingly on a daily basis. * Assist with approving payable time within PeopleSoft. * Source secretarial support for visitors via requests from Reception as and when requested. * Prepare overtime rotas for evening/weekend cover during holidays and absences and assign overtime shifts in a fair manner, keeping internal records updated. * Prepare and distribute weekly holiday and weekend cover lists to relevant departments. * Prepare quarterly weekend standby rotas, liaising with the Secretarial Manager as appropriate. * Collation of Bank Holidays and Christmas holiday requests for final approval by Secretarial Manager. * Liaise with secretaries to identify any training needs and discuss with Secretarial Manager. * Work with the Global Document Services and After-Hours Supervisors/Coordinators to ensure attorney/client work is managed in an efficient manner. * Assist in the co-ordination of the mid and annual performance review process. * Assist in the recruitment and on-boarding process, office tour and introduction to secretarial team for new secretaries. * Assist with Firm-wide special projects. The role will report into the Secretarial Services Manager. If you have:* Up to 2 years' experience as a Secretarial Coordinator. * Excellent time management and organisational skills. * Excellent writing and communications skills. * Excellent accuracy, attention to detail and follow-through skills. * Ability to multi-task, prioritise and maintain focus in a demanding environment. * Ability to work with many different personalities in sometimes pressurised situations, remaining calm at all times. * Flexibility to work additional hours when required to support the needs of the team. Then please do apply!
We are recruiting for a Secretarial Services Coordinator to join one of our international law firm clients on a permanent basis. Duties will include:* Monitor absence calls or emails and ensure any secretarial absence is communicated to the Secretarial Manager and HR immediately. * Assign alternate cover for sickness absence, notify attorneys/teams accordingly, and contact IT to request out of office message notifications. * Respond to and co-ordinate secretarial holiday and personal time requests ensuring sufficient resources in place. * Approve absences through PeopleSoft and update internal schedules/spreadsheets accordingly on a daily basis. * Assist with approving payable time within PeopleSoft. * Source secretarial support for visitors via requests from Reception as and when requested. * Prepare overtime rotas for evening/weekend cover during holidays and absences and assign overtime shifts in a fair manner, keeping internal records updated. * Prepare and distribute weekly holiday and weekend cover lists to relevant departments. * Prepare quarterly weekend standby rotas, liaising with the Secretarial Manager as appropriate. * Collation of Bank Holidays and Christmas holiday requests for final approval by Secretarial Manager. * Liaise with secretaries to identify any training needs and discuss with Secretarial Manager. * Work with the Global Document Services and After-Hours Supervisors/Coordinators to ensure attorney/client work is managed in an efficient manner. * Assist in the co-ordination of the mid and annual performance review process. * Assist in the recruitment and on-boarding process, office tour and introduction to secretarial team for new secretaries. * Assist with Firm-wide special projects. The role will report into the Secretarial Services Manager. If you have:* Up to 2 years' experience as a Secretarial Coordinator. * Excellent time management and organisational skills. * Excellent writing and communications skills. * Excellent accuracy, attention to detail and follow-through skills. * Ability to multi-task, prioritise and maintain focus in a demanding environment. * Ability to work with many different personalities in sometimes pressurised situations, remaining calm at all times. * Flexibility to work additional hours when required to support the needs of the team. Then please do apply!