Job: Legal Secretary

Title Legal Secretary
Categories Administrative Support Staff (Law Firm)
Job ID 2384
Location New York City
Job Information

Our Client, A global law firm, is seeking a Legal Secretary to provide Secretarial Support to Attorneys in a particular practice or department.

Responsibilities:
Screens and routes telephone calls, reviews and transcribes voicemails, responds to routine inquiries;
Opens, sorts and processes attorney mail;
Manages attorney emails in Outlook which includes reviewing, drafting, sending and printing emails;
Manages Outlook calendar on behalf of attorneys;
Creates and maintains client contacts in Outlook and InterAction;
Prepares and distributes correspondence and other documents using excellent proofreading and formatting skills with the ability to offer support and suggestions relative to grammar, spelling and punctuation;
Manages projects and coordinates distribution with the ability to use firm resources to delegate tasks in the successful completion of such projects; interacts with other departments and facets of the office, when appropriate, to coordinate larger scale projects (such as word processing and duplicating);
Schedules and coordinates meetings and/or conferences, interacts with facilities and catering and manages all other details of the meeting;
Coordinates conflict check and new matter memo process;
Coordinates travel arrangements and prepares expense reports;
Completes time entry on behalf of attorneys;
Organizes and maintains legal correspondence and document files and utilizes Legal Key;
Manages review and distribution of draft and final client bills which includes communication with attorneys and accounting representative relative to completion of bill;
Completes various other assigned administrative tasks such as photocopying, printing, scan documents to PDF and save to FileSite, faxes, creating labels, etc.;
Performs accurately and in a timely fashion all word processing functions in Word, PowerPoint, Excel, and exhibits the ability to learn new programs and processes quickly and efficiently.

Qualifications
Strong typing skills with a minimum of 70 wpm;
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Adobe Acrobat or PDF Converter Professional; willingness to learn other programs as required;
Knowledge of Microsoft Visio.
Performance Traits: (i.e. analytical, communication skills, problem solving abilities, etc.)
Previous administrative experience required;
Strong attention to detail, accurate work product, good follow through;
Excellent oral and written communication skills;
Ability to maintain proactive client relationships and demonstrate the ability to communicate effectively and professionally with clients;
Demonstrate ability to manage several tasks simultaneously, often under time constraints with minimum supervision;
Ability to analyze and resolve problems;
Motivated self-starting professional with the ability to work well within a team oriented environment and contribute to effective team relationships;
Ability to change and adapt to current and future responsibilities and circumstances;
Willingness to work flexible hours, with the knowledge that the position occasionally requires more than scheduled work hours to perform the essential duties of the position;
Proactive – takes initiative assisting clients and attorneys;
Work with Supervisor to coordinate overflow work, arrange desk coverage and escalate items/issues that need immediate attention and/or resolution;
Demonstrate knowledge of and adherence to firm policies and procedures;
Participation in projects and/or pilot programs as requested.

Physical Requirements:
Light lifting; up to 25 lbs.
(Please determine all principle attributes of the role and assign requirements accordingly.)
Education/Training/Certifications: (required or preferred)
H.S. Diploma or equivalent required; 4 year College degree preferred
Minimum Years of Experience Required:
5 years

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