Job: Legal Secretary 75k NYC

Title Legal Secretary 75k NYC
Categories Administrative Support Staff (Law Firm)
Salary 75K
Job ID 2528
Location NYC
Job Information

Our client, a prestigious law firm, is looking to bring on another an additional Legal Secretary to work with their Insolvency and Restructuring group.

SUMMARY:

Under the general direction of assigned attorney(s) or other legal personnel and according to established Firm policies and procedures, is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of Insolvency and Restructuring. Assignment involves multi-tasking complex document production with heavy administrative functions and client contact requiring a high degree of executive secretarial and technical skills. Maintains professionalism and strict confidentiality in all client and Firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Create, edit, and compile large, complex, heavily formatted documents as well as prepare correspondence, memorandum, and other legal documents from draft or dictated text utilizing MS Word. Proofread all documents for accuracy and completeness. Compose correspondence when appropriate.
• Manage and maintain calendar (utilizing calendar software, if applicable) and assist in meeting deadlines. Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
• Answer the telephone, and screen and process incoming telephone calls. Record and transmit telephone messages. Set up conference calls. Provide information to callers when appropriate.
• Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
• Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery. File mail in client/case files, as necessary.
• Update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.
• Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm. Maintain excellent public relations with clients.
• Open new client matters and request conflict of interest checks. Generate new files and maintain client, chron, and general files assuring that filing is kept current. Prepare files to be closed utilizing proper records storage procedures. Conduct periodic review of inactive files for possible storage of files.
• Maintain up-to-date listing of client/matter names and numbers for each attorney/legal personnel.
• Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
• Perform clerical tasks including data entry, filing, faxing, copying, scanning, and binding.
• Establish, organize and maintain files and records as instructed.
• Receive, sort, and distribute incoming mail. Process outgoing mail to assure timely delivery in accordance with the attorney/legal personnel’s instructions. If requested, file mail in client/case files, as necessary.
• Assist with creative and logistical event support, including event calendaring, planning assistance, assembling materials and name badges, staffing tables and post-event collection of materials.
• Provide support for all team meetings, including scheduling, agenda distribution, content preparation and minutes, if necessary.
• Process expense reimbursements through the Firm’s electronic expense reimbursement system, Chrome River.
• Additional administrative support and ad hoc assignments as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

• High school diploma or equivalent and five or more years progressive legal secretarial experience; or equivalent combination of education and experience. Prior experience in the Insolvency and Restructuring practice area of law desired.
• Computer proficient with experience and working knowledge of MS Office (Word, Excel, Access, PowerPoint) preferred. Ability to work with complex, heavily formatted documents and produce documents from transcription. Working knowledge of Outlook, Excel, HotDocs, LegalKEY, Adobe Reader, and PowerPoint preferred. Keyboarding skills of 65 wpm preferred.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
• Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
• Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Ability to operate standard office equipment, including computer, telephone, laser printer, transcription equipment, photocopier, scanner, facsimile, calculator, etc.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
• Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position. Ability to work overtime when required.

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