Legal Secretary
Main information* Term type:
Permanent
- Department:
- Location:
The firm
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 Paris has grown significantly since opening in March 2025, tripling in size to 34 lawyers, who work alongside a team of dedicated business support professionals. The office has quickly established itself as a strong presence in the French market, bringing fresh energy and dynamism alongside deep, market\-leading expertise, and playing a pivotal role in strengthening and expanding Ropes \& Gray’s European footprint.
With the stature and resources of a major international law firm, and the pace, inclusivity, and career progression of a specialist firm, the Paris office offers a collaborative environment which blends professionalism with a personable approach. Every hire is considered an important investment, as each team member plays a distinct and direct role in delivering excellent client service.
The role
- Actively manages fee\-earners' diaries, exercises good judgment with regard to priorities and urgency and resolves conflicting appointments.
- Proactively manages fee earners' and own inbox, ensure that client/matter related emails are dealt with and filed in FileSite on a timely basis.
- Assisting with the billing process with the Accounts team.
- Proactively assists with opening new clients and matters, conflict checks and drafts/amends engagement letters.
- Arranges travel and prepares itinerary.
- Takes responsibility for managing fee\-earners' contacts and keeping InterAction up to date.
- 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.
- Sorting and processing incoming and outgoing mail.
- When required by fee earner, inputting timesheets onto Intapp Time.
- Document processing; proof reading of work to ensure that completed documents have been produced to an appropriately high standard.
- Answering telephone calls promptly in a professional manner i.e., full message taking, actioning, and following up. Checking voicemail regularly in the absence of fee\-earners and responding to messages where appropriate.
- Completion and submission of expense forms using correct client or office charge code (travel expenses and other expenses).
- Administrative tasks including typing, photocopying, binding, scanning documents, filing, expenses and preparing weekly business development submissions for internal “London BD Weekly Update” report.
- Develops and maintains professional relationships with fee earners, 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.
- Proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
- Strong writing and communication skills.
- A critical eye for detail and consistency.
- Well organised and demonstrates the ability to multi\-task.
- Positive, professional attitude and able to remain calm under pressure.
- Ability to prioritise and use initiative.
- Highly motivated and confident.
- Acts a role model, leading by example with professional behavior and a positive attitude. Approachable and working collaboratively with others, promoting team spirit.
- Willingness to work flexibly to meet client needs, offering assistance to others when needed and delegating to other resources as required.
- Professional demeanour and style appropriate for an international law firm.
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