Assistant Partnership Secretary

Help shape the future of intellectual property

Help shape the future of intellectual property.  Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK with over 50 partners and 350 employees.  Our attorneys are highly skilled in all technical fields. Our offices span Asia (Hong Kong, Beijing, Singapore, Malaysia), Europe (UK, Luxembourg) and North America (Ottawa and Toronto) providing comprehensive IP services to clients around the globe. 

Role purpose

The Assistant Partnership Secretary supports the Partnership Secretary in delivering effective partnership administrative and governance services across the firm.

The role also provides dedicated executive support to the International Chairman for approximately one day per week, including diary management, report updates, travel coordination, and management of key actions and priorities. 

Principal responsibilities

Meeting and Diary Management

• Schedule and coordinate partnership, board, and senior leadership meetings.
• Maintain meeting calendars and monitor key dates, deadlines, and reporting schedules.
• Issue reminders and ensure the timely circulation of meeting papers and supporting documentation.
• Communicate updates, changes, and cancellations to all relevant stakeholders.
• Arrange meeting rooms, attendee confirmations, catering, and associated logistics.

Board and Partner Meeting Support

• Organise Managing Partner meetings, including agenda preparation and meeting administration.
• Attend Managing Partner meetings, accurately record verbatim notes, and prepare concise action summaries.
• Coordinate small group Partner meetings, provide full administrative support and record verbatim notes.
• Support Canada Board and Partner meetings – attend meetings, prepare minutes, track actions arising and follow up with responsible individuals where appropriate.

Travel and Logistics Coordination

• Arrange travel and accommodation for Board members, Partners, and other senior stakeholders.
• Negotiate and secure corporate accommodation rates where possible.

Compliance and Governance

• Administer and monitor bi-annual policy declaration processes.
• Maintain records of completion and compliance.
• Issue reminders and follow-up communications to ensure declarations are completed within required timescales.
• Support governance processes and ensure adherence to internal procedures.

Project and Administrative Support

• Provide administrative support for business projects and strategic initiatives.
•  Assist with reviewing, collating, and supplying information required for project activities.
• Support stakeholders in gathering and providing accurate data and documentation.

Partner Information Management

• Coordinate and provide information required for:
• Tender submissions.
• Professional subscriptions and registrations.
• Companies House updates and statutory filings.
• Insurance renewals and related documentation.
• Invoice reconciliation and supporting financial information requests.

International Chairman Support

• Update and maintain reports, presentations, and management information.
• Manage diary commitments, tasks, and follow-up actions.
• Coordinate domestic and international travel arrangements, including visa applications and supporting documentation.

Partnership and AGM Meetings 

• Provide administrative support with the organisation and planning of Spring Partner Meetings and Annual General Meetings, including on-the-day operational support to ensure meetings run effectively.

Technical knowledge, professional qualifications and experience

• A minimum of 2 years’ experience in an executive assistant or company/partnership secretarial support role.
• Qualified/part ACG or equivalent (or a strong desire to start the Company Secretary qualification).
• Experience coordinating senior-level meetings and events.
• Experience preparing agendas, recording meeting minutes, and tracking actions.
• Strong organisational, administrative and planning skills with the ability to manage multiple priorities simultaneously.
• Ability to handle confidential and sensitive information with discretion.
• Excellent written and verbal communication skills.
• Exemplary attention to detail.
• Proactive in identifying and implementing improvements to processes, enhancing efficiency and effectiveness
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint

Remuneration and benefits

• Competitive salary dependent on qualification and experience
• 26 days’ annual holiday, plus statutory holidays
• Hybrid working
• Contributory pension scheme
• Life assurance
• Private medical insurance (after 12 months)
• Permanent health insurance (after 12 months)
• Reimbursement of membership fees to professional bodies required for the role