Client Services Executive (Legal Secretary)

Charles Russell Speechlys

2mo ago

Job
Full-time
Mid & Senior Level
Customer Relations

AI generated summary

You must have advanced Microsoft Office skills, prior experience as a Legal Secretary, and familiarity with Practice Management systems.
You will coordinate client projects, manage relationships, handle communication and financial tasks, oversee admin duties, and support Partners and Fee Earners in various capacities.

Requirements

Advanced knowledge and experience of using Software including all Microsoft Office packages
Previous experience as a Legal Secretary
Experience of using Practice Management systems

Responsibilities

Project Co-ordination
Distribute and co-ordinate appropriate support for specific client projects
Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
Identify and act upon process improvements across the team to enhance both internal and external client services
Client Relationship Management
Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
Take an active role in relationship management and client care
Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
Communicate with external clients both independently and upon instructions from Partners and Fee Earners
Arrange client meetings and ensure efficient responses to written and verbal client queries
Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly
Communication
Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners
Financial
Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
Process invoices and expenses on the online system, currently Chrome
Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
Produce standard financial and time reports through the system
Administrative
Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
Monitor and track all tasks and prioritise accordingly
Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
Arrange for the photocopying, scanning, printing and filing to be carried out by the team
Arrange for files to be opened, closed and maintained
Supervise Client Services Administrators’ record keeping and general filing tasks
Use effective systems to ensure both short and long term tasks are completed within required timescales
Other duties and responsibilities
Assisting other members of the team, both proactively and at the request of the Client Services Lead
Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
Short dictations and basic amendments and document updates
Conflict searches, file opening and risk assessment forms
Drafting letters of engagement
Updating and maintaining integrity of information held in Outlook, InterAction and 3E
Minor document production amendments and assistance
Working effectively with other legal and Business Resource teams as required
Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager

FAQs

What is the primary role of a Client Services Executive?

The primary role of a Client Services Executive is to deliver excellent secretarial, administrative, and facility support services to enhance internal and external client services.

What are the main responsibilities of this position?

The main responsibilities include project coordination, client relationship management, communication, financial assistance, administrative tasks, and supporting other team members as necessary.

Is previous experience required for this position?

Yes, previous experience as a Legal Secretary is required, along with advanced knowledge of Microsoft Office and practice management systems.

Where is the job location?

The job is located in Cheltenham.

What is the contract type for this position?

The contract type is Permanent - Full Time.

What are the working hours for this role?

The working hours are Full Time.

What type of training or onboarding is provided for new hires?

While specific training details are not outlined in the job description, new hires typically receive onboarding to familiarize themselves with firm procedures, software, and client relationship management systems.

Does the company offer a competitive salary?

Yes, the position offers a competitive salary.

Are there opportunities for career growth in this role?

Yes, the role provides opportunities for personal impact and growth as part of a structured team environment focused on driving high standards.

What is the team structure of the Internal Client Services team?

The team is led by Vicki Napolitano, with Claire Phillips managing the secretarial team. It comprises Client Services Leads, Client Services Executives, Client Document Executives, and Client Services Administrators.

Charles Russell Speechlys

Here today for your tomorrow

Law

Industry

1001-5000

Employees

Mission & Purpose

Charles Russell Speechlys is a law firm headquartered in London with offices in the UK, Europe, Asia and the Middle East. We have an unusually broad range of skills and experience across the full spectrum of business and personal needs. This gives us a wider perspective, clear insight and a strongly commercial long-term view. We use this approach to secure the growth of our clients as they move confidently into the future. It has made us a leader in the world of dynamic growth and family businesses, and among the world’s leading creators and owners of private wealth and their families. Major corporates and institutions find our more considered and personal approach a refreshing alternative to conventional business law firms.