Legal Secretary / Executive Assistant - Corporate M&A (12 month FTC)
Fixed Term ContractJob Overview
Arthur Cox LLP is one of Ireland’s leading law firms. We are an “all-island” firm with offices in Dublin and Belfast. We also have offices in London, New York, and San Francisco. Our practice encompasses all aspects of corporate and business law.
With 600 legal staff and a total headcount of nearly 900, we provide a comprehensive service to an international client base ranging from multinational organisations, banks, and financial institutions and established global leaders to government agencies and new players in emerging industry sectors.
Our story has been defined by our progressive outlook. For over 100 years, we have led the way in the legal field in Ireland. For our clients, we work to deliver the best service and support. With an independent, entrepreneurial spirit of innovation leading the way.
Department: Corporate M&A Team
Location: Dublin (4 days onsite)
Reports to: Practice Support Manager
Contract Type: Full-time / 12-month FTC
(4 days onsite / 1 day from home)
Location: Dublin (4 days onsite)
Reports to: Practice Support Manager
Contract Type: Full-time / 12-month FTC
(4 days onsite / 1 day from home)
Background:
We are looking for a well-organised and motivated Executive Assistant/Legal Secretary to join our dynamic Corporate M&A Department. This is an excellent opportunity for someone in their legal career to gain hands-on experience in a fast-paced and technical area of law. The successful candidate will provide administrative and secretarial support to a team of lawyers.
We are looking for a well-organised and motivated Executive Assistant/Legal Secretary to join our dynamic Corporate M&A Department. This is an excellent opportunity for someone in their legal career to gain hands-on experience in a fast-paced and technical area of law. The successful candidate will provide administrative and secretarial support to a team of lawyers.
About the Role:
This role demands a high level of attention to detail. You’ll work closely with your Practice Support Manager, the EA team and Fee Earners within the Corporate M&A team.
This role demands a high level of attention to detail. You’ll work closely with your Practice Support Manager, the EA team and Fee Earners within the Corporate M&A team.
Key Responsibilities
Personal Assistant & Legal Support:
- Provide high-level administrative assistance.
- Speed, responsiveness and efficiency are key for this role.
- Supporting partners and associates within the team and supporting EA holiday cover, sick leave.
Travel Coordination:
- Proactively manage complex travel schedules, including flights, accommodations, and itineraries.
- Ensure all travel arrangements align with partner preferences.
- Prepare travel-related documentation and meeting materials.
- Booking conferences.
- Maintaining and updating client marketing database (Interaction).
Expense Management:
- Prepare and submit detailed expense reports in a timely manner.
- Track and reconcile expenses against budgets and client billing.
- Ensure compliance with firm policies and client reimbursement guidelines
3E Billing & Time Entry:
- Managing AML requirements for client onboarding, ensuring all procedures are followed.
- Running conflict checks and drafting Engagement Letters.
- Managing billing processes to include time entry, invoicing, client account balances and follow up on outstanding payments.
- Managing and inputting timesheets on a daily basis.
- Managing audit/accrual requests for clients.
- Liaise with the billing department to review and edit pro formas.
- Monitor billing cycles and ensure timely invoicing and payment follow-ups
Client & Team Interaction:
- Serve as a point of contact for clients, maintaining professional relationships.
- Coordinate with internal teams including marketing, finance, and HR.
- Support business development efforts, including CRM updates and client event coordination.
Skills Knowledge and Expertise
- Minimum 3 years' experience supporting senior legal professionals.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with legal billing software (3E).
- Experience with BigHand.
- Excellent attention to detail on travel arrangements and coordinating travel itineraries.
- Excellent judgment, discretion, and attention to detail.
- Excellent interpersonal and communication skills.
- Excellent organisation skills with the ability to prioritise workload.
- Team player, who can also work on their own initiative.
- Excellent oral and written communication skills.