Baker McKenzie

The Legal Secretary will demonstrate advanced secretarial and administrative competencies by delivering first‑class support and service to senior fee earners, including Partners, Counsels, and other assigned professionals. The role‑holder will ensure efficient coordination of tasks and maintain high standards of accuracy and confidentiality in all administrative activities.

Main responsibilities:

• Support local practice group tasks and requirements
• Maintain thorough knowledge of specific practice group activities and objectives (e.g., coordinating with tax authorities, courts, due diligence repository)
• Create and manage court bundles and documentation
• Produce and edit documents, including materials from Service Centers, ensuring accuracy
• Manage client intake processes (e.g., AML checks, engagement letters)
• Support client requirements proactively through direct contact with clients and their assistants; resolve basic queries
• Manage emails and inbox efficiently
• Assist with filing documents and emails in iManage
• Proactively manage diaries, handle calls, and organize meetings
• Maintain and update contacts in Outlook
• Provide travel management support
• Perform standard administrative duties (e.g., printing, scanning, binding, copying)
• Provide billing support to attorneys and the billing team
• Process expense reimbursements and reconcile credit card statements
• Process vendor invoices accurately
• Liaise strategically with Center-based services to ensure full utilization and coordination of services; review materials before sharing with attorneys
• Navigate ServiceNow for various tasks, including document services
• Support new secretarial staff by acting as a buddy and mentor
• Identify and address skill gaps within the team
• Provide backup support to the Pooling team as necessary

Skills and experience:

• A high school diploma or equivalent; a secretarial degree is preferred
• Extensive experience in legal secretarial work; experience in a legal or professional services environment
• Intermediate knowledge of Microsoft Word, Excel, and PowerPoint
• Familiar with office systems (e.g., Intapp Time, Intapp Open)
• Able to complete fine hand manipulation (heavy typing, dialing, filing); able to sit, stand, walk, stoop, and lift up to 25 lbs
• Able to work independently, prioritize tasks, and meet deadlines
• Knowledge of marketing resources and relevant materials
• Excellent written and spoken English communication skills
• Actively pursues opportunities for self-development and collaboration
• Understands the Firm’s structure and available resources
• Looks for ways to improve processes and/or procedures
• Analytical skills to find solutions to various administrative problems and prioritize workloads

Reports to: Chief Operating Officer

Position type: In-Market

Development framework: Business Services

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.