Legal Secretary - Corporate & Commercial

Agencies: We are currently only accepting direct applications for this role. Please refrain from sending through applications via email.

About Joelson

We are a partner-led, London-based law firm with the flexibility to cover a wide array of clients across industry sectors both domestically and internationally. We are committed to excellence and deliver a client-focused, tailored, and bespoke service to both anticipate and meet our clients’ needs in assisting them to achieve their short, mid and long-term objectives.

What this means for you

Joelson is ideal for those who would like to be part of an open, inclusive and collaborative team. We are down-to-earth in approach and look for individuals who can hit the ground running and are keen to take on responsibility, whilst being supported and encouraged by the wider team.

Main purpose of the role

To be a key member of Joelson’s Corporate and Commercial department, providing a first-class service to clients and leadership for the admin team. To provide administrative support for partners and other colleagues as required on a wide range of fee-earning matters.

Hours

9.30am – 5.30pm Monday to Friday, with flexibility required outside those times on occasion. We are working in a hybrid working model with a minimum of 3 days within the office. There is 1 designated team day within the office per week and 1 firmwide day in the office per month.

Job Type

Full time, Permanent

The opportunity

Joelson is a thriving commercial law firm based in the West End of London, with 60+ people. This position is for a Team leader in the busy Corporate & Commercial team. There are five partners, nine fee-earners, two trainees in the team as well as three admin/paralegals.

The role involves:

Team Management

• Workflow coordination and performance management of the secretaries and paralegal team
• Standardise and streamline workflow processes within the admin function
• Liaise with partners, legal specialists, and finance teams to ensure efficiency and troubleshooting
• Organise and manage absences to ensure the team is adequately staffed

Finance & Billing

• Opening and distribution of clients’ registered office post and coordination of annual billing of fees for registered office and company secretarial services

• Overseeing the monthly bill tracking and annual deal spreadsheets

• Conducting billing, credit notes, payments, invoicing for the department & support with expense sheets

Administrative duties

• Dictating and notetaking during meetings and conference calls

• Reviewing files whilst conforming, dating, formatting, redacting, and populating documents
• File opening – KYC, KYC checklists, Lawman file set up, engagement letters, and matter acknowledgment letters
  • Closing and archiving of files when necessary
  • Scanning and printing documents
  • Drafting ancillary documents and formatting and comparing letters
  • Liaising with DocuSign Account management & signing matrixes and monitoring and filing emails
  • Producing and circulating the team business development and marketing record
  • Monitoring and recording client referrals and maintaining our corporate contacts database
  • Ensuring all paperwork is up to date on individual files and the firm’s management system
  • Preparing PowerPoint presentations
  • Companies House filings /general cover letters
    
  Diary Management
  
  • Arranging Travel/Meetings/events/seminars
    
  • Responsible for diary and inbox management, ensuring the department is run efficiently
  • Arranging agendas and conference calls, sending calendar invites when necessary

Ideal Candidate

Our ideal candidate will have the following:

• Excellent work ethic meeting strict deadlines
• A strong academic background
• Experience of working as a secretary or PA, ideally within a professional services firm
• An outgoing, enthusiastic and confident manner
• Excellent communication skills, both orally and in writing
• Strong organisation and administration skills and experience, with the ability to prioritise workloads effectively
• Ability to multi-task and effectively manage all the various stakeholders
• Good attention to detail
• A friendly and personable approach with colleagues and externally
• A proactive, flexible attitude
• Strong IT skills, including Microsoft Outlook, Word, Excel and PowerPoint, and an ability to pick up new systems quickly.

Our commitment to inclusion

At Joelson we actively encourage diversity and inclusion as an integral part of the cultural fabric of our firm. We welcome candidates from all backgrounds and are committed to recruiting, retaining and developing our diverse teams.

As a part of this, you will receive a short survey upon submission of your application, so that we have data by which to measure our progress and continue to improve our diversity levels. Such diversity data will be anonymized to protect applicant privacy.

Environment, Social & Governance

Being a responsible business is at the core of what we do. We place value in creating a fair and equal working environment and ensuring that we operate ethically. Which is why we place great emphasis on taking care of our employees, managing our social and environmental impact within our community through undertaking Pro Bono cases and being a member of LawWorks.

We have partnered with Ecologi and are now a climate positive workforce. Moreover, this year we are proud to be supporting City Harvest as our firm charity.