Secretary

About the Team:

Our UK & EUR leading intellectual property practice is unique in its IP360 offering, advising clients on the filing prosecution, opposition, transaction and litigation of all UK & EU intellectual property rights (both contentious and non-contentious, detailed below) across all technologies and across all sectors. Our IP practice is truly international, advising clients around the globe. We believe we are the go-to firm for household brands to deal with their full IP requirements.

We have dedicated litigation and commercial IP offerings, and are involved in some of the most high-profile cases in the top courts, including the High Court, Intellectual Property Enterprise Court, Court of Appeal, Supreme Court, CJEU, as well as the UK and EU Intellectual Property Offices

Our experts advise on the full range of intellectual property rights:

• Patents – we are well versed in the prosecution and opposition of rights and are adept at managing global portfolios, advising on filing strategies and providing competitor analysis and watch services.
• Designs – protecting clients’ products, whether it is for its shape, materials, texture, colours or configuration by making full use of registered and unregistered design protection.
• Trade marks – protecting clients’ brands by managing portfolios globally, advising on efficient filing strategies, providing watching services and dealing with oppositions.
• Domain names – proactively managing the registration and protection of domains and domain portfolios and dealing with malicious attacks such as cybersquatting and phishing.
• Copyright, database and confidential information – assisting clients with the protection and exploitation of their creative works and software through the recording, management and protection of copyright (and related areas such as database and performance and moral rights) and confidential information.
• Transactional IP – advising on the development and commercialisation of intellectual property including audits, due diligence, market insights, freedom to operate opinions, research and collaboration agreements, franchise agreements, manufacturing agreements, product acquisitions, brand acquisitions and assignments and licences.
• Litigation – advising clients on managing global enforcement strategies across all rights, including anti-counterfeiting and infringement actions or validity proceedings. We conduct litigation before the Intellectual Property Enterprise Court, High Court, Patents Court, Court of Appeal, Supreme Court, General Court and Court of Justice of the European Union.

About the Role:

The purpose of this role is to provide first class secretary support to allocated Partners and Associates within our Intellectual Property Legal Practice Group (LPG). You will act as their ‘ambassador’ both within the firm and externally, being the first point of contact for clients and colleagues.  You will provide financial, travel, diary and general administration support, alongside supporting with legal documentation, email and correspondence as required on behalf of allocated Partners and Associates.

This position is based in London, working five days a week (Monday to Friday), you will be required to attend the office at least two days per week, Tuesday and Thursday, which are the LPG’s anchor days.  On other days you will be able to work from home – there is an expectation that you may be required to attend the office on other days depending on the requirements of the LPG.

Key Responsibilities

• Coordinating billing/credit control and accounting matters relating to clients of allocated Partners and Associates, including reviewing WIP, raising draft pro formas, running small client billing projects and assisting credit control with chasing clients for payment of unpaid bills as required.
• Dealing with general admin duties as required, printing, organising client meetings/lunches; booking seminars.
• Excellent client communication skills, dealing with clients efficiently and appropriately - liaising with them to deal with any queries or issues if able to.
• Assisting with travel arrangements as required.
• Ensuring sensitivity and confidentiality when dealing with clients and colleagues when appropriate, and dealing with confidential and private matters on behalf of allocated Partners and Associates.
• Scheduling internal and external meetings, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.
• Drafting own correspondence as appropriate and producing fast and accurate documents, letters, emails as and when required.
• Maintaining appropriate e-filing systems and ensuring e-filing is carried out.
• Managing fee earners’ inbox as required.
• Pro-active approach to ensuring that all administration work is completed on a timely basis, using own initiative to pre-empt matters.
• Taking an active part in developing own role and working to provide increasing support for allocated Partners and Associates - ensuring suitable training is undertaken.
• Assisting with marketing activities including liaising with Marketing team and assisting with the preparation for seminars and other events as required.
• Pro-actively ensuring database of clients and contacts is maintained and reviewed.
• Working closely with the other secretaries in the Intellectual Property team providing support during holidays/absences.

About You:

You will have a professional manner, excellent communication and interpersonal skills, and have previous experience working within a law firm. You’ll have a flexible nature and will enjoy working within a fast-paced team and will be highly organised. You will also possess strong numeracy skills and have good attention to detail, which will be key within this role. We are looking for someone who is passionate about being a team player, who is keen to support others.

Our ideal candidate will be able to demonstrate:

• At least three years of previous secretarial experience, gained within a legal office environment.
• A confident and natural communicator - able to communicate at all levels.
• Ability to meet deadlines and work under pressure.
• Ability to be proactive and to work on own initiative without guidance but seeking help if necessary – confidence to use own judgement as needed.
• Excellent organisational and administration skills – must be highly organised and able to organise others.
• Excellent numeracy skills.
• Ability to motivate and willingness to train and support new members of the secretarial team.
• Strong team player coupled with enthusiasm– flexible and willing to take on extra responsibilities to support allocated Partners and Associates on divisional or firm projects.

Additional Information:

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence ([email protected]).