Legal Secretary - IDR - Bermuda

Overview of role

The Legal Secretary will provide proactive administrative, secretarial and matter management support to attorneys within the Insolvency & Dispute Resolution ("IDR") practice. Working as part of a high-performing team, the role will support client matters from inception through to completion, maintain high standards of accuracy and confidentiality, and contribute to efficient service delivery. The successful candidate will be a trusted business partner to attorneys, clients and internal stakeholders, demonstrating strong organisation, sound judgement, discretion and a commitment to service excellence.

Duties, Responsibilities & Person Specification

Provide secretarial support to attorneys, including (without limitation):

• Use Firm-approved technology, automation tools and AI solutions responsibly and effectively to improve efficiency, accuracy and service delivery while complying with confidentiality, information security and professional standards.
• Maintain proficiency in the Firm's document management, billing, workflow and client relationship management systems, and identify process improvements.
• Manage confidential client onboarding processes, including conflict checks, with discretion and care.
• Create, edit and amend documents, including court pleadings, correspondence and redline documents.
• Maintain accurate electronic matter files by properly saving correspondence and documents.
• Conduct court searches and prepare court bundles for hearings and proceedings.
• Arrange court admissions for new attorneys and visiting counsel.
• Assist with the apostilling and legalisation of documents.
• Prepare and coordinate the publication of Gazette Notices.
• Coordinate document execution and notarisation, ensuring documents are complete, accurate and circulated for approval and execution.
• Provide billing support, including billing narratives, invoice queries, collections and liaison with clients and Accounts.
• Respond promptly and professionally to telephone enquiries.
• Liaise with clients in accordance with attorney instructions and Firm policies.
• Participate in special projects within the IDR practice area as required.
• Maintain and update client and contact information in the Firm's CRM systems.
• Photocopy, scan and arrange courier delivery of documents and correspondence.
• Arrange meetings, manage diaries and coordinate file and account closure and archiving.
• Organise cheque requests and collections.
• Collaborate with the secretarial and business services teams, provide coverage during absences and support changing business priorities.
• Comply with the Firm's house style and all policies relevant to the role.
• Perform other duties consistent with the role, including occasional work outside normal business hours when required.

Education, Skills & Experience

• Previous secretarial experience in a legal or professional services environment.
• A recognised legal secretarial qualification, or progress towards one, from a recognised university or college is desirable.
• Experience using legal precedents and billing systems is desirable.
• Experience using legal practice management and document management systems.
• Strong Microsoft Office skills, including Word, Outlook, Excel and PowerPoint, together with proficiency in PDF editing software.
• Ability to learn and adapt quickly to new technologies and systems.
• Minimum typing speed of 70 words per minute with at least 98% accuracy.
• Strong proofreading and document-production skills.
• Strong organisational and time-management skills.
• Excellent attention to detail and a consistently high level of accuracy.
• Ability to manage competing priorities, organise workloads and meet deadlines in a fast-paced environment.
• Ability to communicate clearly and effectively, both verbally and in writing.
• A strong client-service orientation, with a positive, practical and solutions-focused approach.
• Ability to work independently and collaboratively as part of a team.
• Ability to handle confidential and sensitive information with the highest degree of discretion.
• Ability and willingness to work flexibly, respond to changing circumstances and urgent situations, and occasionally work overtime when requested.

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