Secretary Supervisor in London, England at Morrison & Foerster LLP

Secretary Supervisor

Locations: London, United Kingdom
Req ID: 6151
Position Type: Operations
Job Overview

At MoFo, we couldnt write our own success story without yours. Ready to write your story?

Join MoFo as a SECRETARIAL SUPERVISOR in our Secretarial team!

This role will be based in our London office:
https://www.mofo.com/offices

ABOUT THE ROLE

Responsibilities: Guided by department objectives and priorities, acts as the first point of contact for the London secretarial team, responding to ad hoc queries and escalating them as appropriate. Works closely with the Senior Office Operations Manager and Director of Administration to ensure a high standard of secretarial support is provided to partners, attorneys and London Managers at all times.

Performs a variety of secretarial tasks to support assigned attorneys and other timekeepers, where relevant. Provides a high level of client service and support while producing a high volume of consistently excellent work. Maintains general knowledge of the Firms practice areas and a specialised knowledge of the assigned attorneys practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalised service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position.

Essential FunctionsSupervisory Responsibilities

1. Coordinate the work of the London secretarial team, aligning work requests and volumes with available secretarial resources.
2. Coordinate the use of Service Now software, reviewing workflows and generating daily reports. Analyse Service Now reports and provide feedback and suggestions for improvement to the Senior Office Operations manager.
3. Identify training and development needs both for individuals and for the secretarial team as a whole and work with Talent Development to facilitate appropriate sessions.
4. Coordinate holiday leave calendar, maintaining accurate records of leave and responding to requests once approved by the Senior Office Operations Manager.
5. Make appropriate cover arrangements when required to cover unplanned absences and periods of high demand. Keep attorneys and partners updated with any changes to their secretarial support and provide contact details where necessary.
6. Maintain a confidential record of personal appointments and all absences i.e. bereavement, sickness, dependent leave and ensure records are provided to the Senior Office Operations Manager and HR department. Refer sensitive matters to the HR department.
7. Assist the Senior Office Operations Manager in evaluating performance of Legal Secretaries, providing regular feedback.
8. Work closely with the Senior Office Operations Manager in contributing to the preparation of CAP evaluations and the setting of team goals.
9. Maintain confidentiality of all data and any employee relations issues that may arise.
10. Maintain contact with the Senior Office Operations Manager to ensure they are kept abreast of all updates in a timely manner.

Client Service

1. Consistently promote and model the Firm's Client Service Principles in teamwork, work product, and personal interactions.
2. Ensure exemplary client service to all internal and external clients; proactively promote client service throughout the department and among teams; respond to peer requests with recognition that request serves a client or Firm need.

Secretarial Support

1. Provide professional client relationship management with external clients.
2. Create, edit, and proofread complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
3. When required and in conjunction with Paralegals, prepare or coordinate the preparation of Responses to Auditor Requests. Assist with preparation of Engagement Letters and Opinion Letters.
4. Create and maintain client/matter lists and communication lists.
5. Organise and accurately maintain physical and electronic documents and files in a timely manner. Create and maintain working files and binders as requested. Utilise Firm provided software to accurately store email messages, and maintain and retrieve files.
6. Utilise Outlook to schedule appointments and calendar dates. Maintain contacts in Outlook.
7. Assist with timenote entry, including inputting timenotes, editing, proofreading, closing them on a daily basis and, in general, promoting good financial discipline among allocated attorneys for timenote entry.
8. Demonstrate working knowledge of emerging technology, such as AI and other relevant internet resources to perform basic legal research and print off cases, as requested.
9. Utilise Matter Life Cyclesoftware to open new matters, prepare engagement letters, and process conflict reports.
10. Collaborate with assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. Assist with collection efforts. Coordinate client, matter and timekeeper enquiries.
11. Initiate client file transfer requests and assist with client disengagements.
12. Facilitate the secure transfer of case/client data in accordance with Firms data security policy, if required.
13. Provide backup support to other attorneys and timekeepers as needed. Volunteer for overflow work assignments when time permits and actively seek to maximise productivity and promote teamwork. Participate in departmental projects designed to streamline workflow and/or resolve issues.
14. Act and assist as a proactive mentor for junior staff and new employees. Assist with training regarding specific Firm processes and procedures as necessary.
15. Create and store digital materials with a comprehensive understanding of firms privacy policy and encryption tools.
16. Coordinate and keep a record of attorney and partner training, prompting individuals about follow up sessions. Maintain accurate training records.

Administrative Support

1. Answer telephones and relays messages. Arrange conference calls, video conferences and in-person meetings.

1. Copy, scan, fax, and print documents and attachments.

1. Prepare materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.

1. Receive deliveries of items such asfiles, and boxes, and routes them appropriately.

1. Make conference room reservations, coordinate meals, multimedia, and other services as requested.

1. Coordinate travel arrangements through the Firms travel management vendor as requested.

1. Prepare expense reimbursements, arranges for payment of invoices, and prepares client and vendor payments as needed.

1. In conjunction with the Records Department, assists with the organisation and preparations of electronic and physical materials for storage.

1. Assist with the organisation and planning of events when required.

1. Assist in the preparation of marketing materials as requested.

Professional Development

1. Remain current in industry trends relevant to position and the legal profession.
2. Ensure expertise in technology relevant to position; proactively use most current technology to further teamwork, client service, and efficiency, particularly AI.
3. Participate on and lead major, complex projects that increase the value of relevant department services to clients, attorneys, timekeepers and the firm.

Client Service, Confidentiality, and Safety

1. Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
2. Ensure compliance with the User Information Security Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
3. Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.

Other Duties

1. Other duties as assigned.

ABOUT YOU

QualificationsEducation and Experience

1. A-Level qualifications or equivalent required; legal secretarial and/or administrative secretarial experience in a large law firm strongly preferred.
2. Advanced document production skills in MS Word, Excel, PowerPoint, and Outlook required. Familiarity with Chrome River, timekeeping, and other systems typically found in a legal environment preferred. Visio systems helpful.
3. Substantial knowledge of and experience and proficiency in/with practices in legal secretarial supervision, professional development and workflow management required.

Teamwork and Applied Skills

1. Ability to provide advice and guidance to secretarial team in matters within remit and give instruction when required.

1. Act as a leader within the secretarial team, separating personal relationships in the workplace.

1. Strong organizational skills and the ability to apply strong attention to detail to all levels of work.

1. Ability to multi-task, prioritise work, and meet deadlines.

1. Ability to work under pressure and complete job assignments in an accurate and timely manner.

6. Excellent communication skills and the ability to build and maintain effective internal and external client relationships.

1. Ability to interact effectively with all levels of management and business professionals and a variety of external entities including clients and prospective clients of the Firm.

1. Highly proficient with Windows-based software used by the firm, including MS Word, Excel, PowerPoint, Outlook and Litera Forte. Working knowledge of databases, and time and attendance tracking applications, such as Intapp, timenotes and Service Now.

1. Typing speed of at least 70 wpm with high level of accuracy.

1. Flexibility regarding work schedule and availability to work overtime whenever required. Set a good example with high levels of reliability regarding attendance.

1. Excellent teamwork skills and commitment to delivering client service by assisting co-workers.

ABOUT MOFO

At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.

• About Us: https://www.mofo.com/about
• Inclusion + Engagement: https://www.mofo.com/community/we-at-mofo
• Commitment to Pro Bono: https://careers.mofo.com/careers-pro-bono
• The MoFo Foundation: https://www.mofo.com/culture/mofo-foundation

ABOUT OUR BENEFITS

MoFo offers a comprehensive benefits package starting on your first day.

• A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.

Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The application deadline is 10 October 2026.

For questions regarding this position, please e-mail jobs@mofo.com

Morrison & Foerster is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, creed, ethnic or national origin, ancestry, age, disability, veteran or military status, marital status, pregnancy, sexual orientation, gender identity, domestic partner status, and other categories protected by applicable laws, or in retaliation for opposition to any practices forbidden under this policy.