Medical, Administration jobs

LegalSecretary/Office Manager - Erin International

Office Manager

Location: Unit 6C Smithfield Village, Dublin 7, D07 R1HF (office-based)
Contract type: Full-time, permanent
Hours: 37.5 hours per week, Monday to Friday
Reporting to: CEO
Salary: Competitive, dependent on experience

About Erin International

Erin International is a Dublin-headquartered probate genealogy and heir-tracing firm. We specialise in the worldwide tracing of missing beneficiaries and next of kin on behalf of the legal profession. Our team combines genealogical research, legal expertise and international case management to resolve complex domestic and cross-border probate and estate matters.

We are looking for an experienced legal secretary to take ownership of our Dublin office's administrative duties, operations, people administration and legal documentation standards, working closely with the CEO to keep the firm running efficiently as it grows.

Role Overview

This is a senior management role. You will own the office's operations end to end - setting up processes, managing budgets and suppliers, overseeing HR administration, and supporting the wider team - while also holding responsibility for the quality and consistency of legal documentation produced across the firm. You will act as the CEO's right hand on operational matters, exercising independent judgement and taking decisions rather than simply executing tasks. The role suits someone who has managed an office or a small team before, is comfortable setting and enforcing standards for others, and brings prior legal office experience (law firm, probate practice or similar).

Key Responsibilities

Office & Practice Management

• Own the day-to-day and strategic running of the Dublin office, including facilities, budgets, supplier contracts, post, couriers and equipment.
• Act as the senior point of contact for visitors, callers and general office enquiries, representing the firm professionally.
• Manage the CEO's diary and travel arrangements, and coordinate senior team scheduling.
• Own HR administration end to end: personnel files, onboarding, leave tracking, probation reviews, and acting as first point of escalation for office-related staff queries.
• Manage bookkeeping and finance administration, including invoicing, expenses, budget tracking and liaison with the firm's accountants.
• Own the relationship with IT support and external suppliers, ensuring office systems and equipment are properly maintained and cost-effective.
• Maintain and continuously improve office compliance with health and safety, GDPR and data protection procedures.
• Plan and run staff meetings, training sessions and company events.
• Provide direct support to the CEO and deputise on operational matters as required.

Legal & Documentation Oversight

• Set and maintain the standard for legal correspondence, genealogical reports and probate documentation produced across the office, proofreading and quality-checking as needed.
• Own the firm's file management system, ensuring case files are opened, maintained and closed in line with data protection procedures.
• Oversee all incoming enquiries, ensuring accurate case-management system records and timely responses.
• Liaise directly with solicitors, executors, beneficiaries and external agencies on sensitive matters requiring discretion and judgement.
• Oversee preparation of client reports, fee notes and engagement letters.
• Maintain audit trails and ensure documentation meets the firm's compliance and quality standards.

Person Specification

Essential

• Minimum 5 years' experience in an office management, practice management or legal secretarial role, with demonstrated experience managing an office, team or junior staff - ideally within a solicitors' practice, probate/conveyancing firm or similar professional services environment.
• Proven ability to own processes and budgets, and to make independent operational decisions.
• Excellent written English, with strong proofreading and document formatting skills.
• Proficient in Microsoft Office (Word, Outlook, Excel) and comfortable learning case management software.
• Highly organised, with the ability to manage competing priorities and meet deadlines under minimal supervision.
• Discretion and sound judgement when handling sensitive personal, financial and legal information.
• Strong leadership and interpersonal skills, with a professional telephone and client manner.
• Eligible to work in Ireland without restriction.

Desirable

• A recognised legal secretarial or practice management qualification, or equivalent experience.
• Prior people-management or team-lead experience.
• Familiarity with probate, conveyancing, succession law or estate administration terminology and processes.
• Experience with case management or document management systems.
• An interest in genealogy, family history or international research.

What We Offer

• A senior, high-ownership role at the centre of a specialist international firm.
• Direct working relationship with the CEO and real input into how the office is run.
• A supportive, collaborative office culture in a central Dublin 7 location.
• Competitive salary, dependent on experience.
• Opportunities for professional development within a growing organisation.

How to Apply

Please submit a CV and cover letter outlining your suitability for the role to info@erininternational.com, quoting "Office Manager" in the subject line.

Erin International is an equal opportunities employer. This job description is intended as a guide to the general scope of duties and is not exhaustive; it may be reviewed periodically in line with business needs.

If you'd rather keep the legal specialism visible in the title for job-board searchability, swap the top line for "Practice Manager (Legal & Probate)" — nothing else in the text needs to change.

Pay: From €45,000.00 per year

Application question(s):

• How many years experience managing an office do you have?
• Do you have previous experience working in probate and conveyancing environment?

Work Location: In person