Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.
Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.
Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.
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Overview Of The Role
To provide high quality secretarial and administrative support to the partners, associates and trainee solicitors, as well as working closely with other secretaries and business support professionals. The shift pattern is 9.30am – 5.30pm with flexibility needed in times of pressure. The role reports to the Senior Manager, Global Secretarial Services Operations.
Key Roles and Responsibilities
- Assists with managing fee-earners' diaries, exercises good judgment regarding priorities and urgency and resolves conflicting appointments.
- Assists with managing fee earners' inbox, ensuring that client/matter related emails are dealt with and filed in iManage on a timely basis.
- Amending and formatting documents, spreadsheets and presentations, proofreading of work to ensure that completed documents have been produced to an appropriately high standard.
- Opening new clients and matters, submitting conflict checks and drafting/amending engagement letters.
- Arranges complex travel and prepares itinerary.
- When required by fee earner, inputting timesheets onto Intapp Time.
- Maximises the efficiency and effectiveness of filing supported by the firm's electronic filing system, ensures that all client files, whether electronic or hard copy, are kept complete and up to date.
- Answering telephone calls promptly in a professional manner i.e., full message taking, actioning, and following up.
- Completion and submission of expenses and invoices using correct client or office charge code (travel expenses and other expenses).
- Adding and editing contacts in InterAction.
- Sorting and processing incoming and outgoing mail.
- Administrative tasks including typing, photocopying, binding, scanning documents, filing and preparing weekly business development submissions for internal “London BD Weekly Update” report.
- Develops and maintains professional relationships with fee earners, business support teams, clients and counterparts at the client.
- Anticipates the needs of both internal and external clients, responds to expectations and adds value by ensuring that the client experiences the highest quality of service at all times.
- Recognises the importance of working as part of a team, promotes team spirit both within own group and firm wide. Willingly assists other team members and shares knowledge.
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