Senior Secretary
We are recruiting a Senior Secretary to join the Legal Administration team in our Dublin office.
In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing.
We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.
Main duties and responsibilities
Working collaboratively with the rest of the team and fee earners, to deliver and provide exceptional secretarial support by:
- Provide high-level administrative and organisational support to Partners and fee earners, acting as a trusted and reliable point of contact
- Serve as a role model within the team by mentoring junior colleagues, sharing knowledge, and promoting best practice
- Undertake practice-group–specific administrative tasks to build specialist expertise (e.g., super-user on key systems, global billing processes, client reporting, knowledge management support)
- Use strong communication and influencing skills to build rapport quickly with stakeholders and support effective working relationships
- Add value by taking a proactive and organised approach to workload, identifying potential issues early and helping to resolve them
- Act as a subject matter expert on billing processes, ensuring accuracy and compliance
- Maintain accurate and timely use of the firm’s finance management systems, including matter opening, updates, closure and archiving; record time for fee earners when required
- Support Billing Coordinators with group billing cycles to ensure smooth and timely invoicing
- Confidently navigate and apply DLA Piper’s document management processes, including effective use of iManage for filing, version control and document retrieval
- Coordinate internal and external client meetings, ensuring all logistics are managed (room bookings, conference facilities, attendee liaison, catering requirements and technical setup)
- Support fee earners with meeting preparation, including drafting agendas, collating papers and circulating materials in a timely and organised manner
- Use the document production team to prepare accurate and high-quality first-draft documents in line with firm standards
- Organise and assist with client events, seminars and hospitality, ensuring smooth execution and attention to detail
- Arrange and manage complex travel itineraries, including visas, flights, accommodation, ground transport and related logistics
- Produce and update financial reports from internal systems, highlighting unbilled time and assisting in maintaining accurate client financial schedules
- Provide support on ad-hoc projects as required, such as preparing bundles, coordinating team events and assisting with departmental initiatives
- Undertake additional secretarial and administrative duties as needed to ensure the smooth running of the practice group
About you
- Previous experience as a Senior Secretary
- Previous experience of document management systems
- Knowledge of Microsoft Office Suite
- Excellent diary management
- Strong organisation and prioritisation skills
- Good verbal and written communication skills
- Applies knowledge and judgement to solve problems and make decisions
- Experience of delegating to, and training, less experienced team members
- Flexible approach to working practices in order to meet business needs
- Friendly, personable and approachable
- Adaptable and flexible approach
- Conscientious and diligent
- Remains calm under pressure
- Eager to learn and develop skills
- Adopt a can do attitude