Legal Secretary

Job Description:

Job Description

The Legal Secretary is accountable for providing professional and administrative support to assigned attorneys.  Assigned attorneys will include members of the firm’s Executive Committee and/or Management Board.

Job Responsibilities

• Assembles and handles confidential and sensitive information. Resolves issues involving internal and external clients by phone or in person.
• Responsible for substantive edits and preparation of client bills.  
• Maintains calendar of meetings, appointments, business travel, and special events.
• Coordinates meetings, conferences or special events.  Gathers and prepares related materials for distribution in advance.
• Composes and formats legal documents, reports, and presentation materials.  Proofs same for accuracy, spelling, punctuation and grammar.
• Collects, enters and edits time for client billing purposes.
• Coordinates domestic and international travel.  Prepares, submits, and tracks travel and expense reimbursements.
• Prepares firm communications, correspondence, and presentations in collaboration with firm’s Marketing Department or other resources.
• Receives and screens telephone calls consistent with office policy and individual preferences. Refers matters to other staff and resources as appropriate.
• Opens, sorts and distributes mail in compliance with office policy and individual preferences.
• Assists firm leadership, practice group leaders and/or business managers with administrative or operational tasks as necessary.
• Maintains physical and electronic filing systems to ensure accurate and efficient retrieval of information.
• Possesses an understanding of firm policies and procedures.  Directs questions to other staff and resources as appropriate.
• Assists attorneys or staff with team support as needed.
• Performs other duties based upon the unique practice of assigned attorneys.

Job Requirements:

Qualifications

Knowledge, Skills and Abilities

• Demonstrated ability to consistently provide a high level of quality client service to both internal and external clients.
• Demonstrated ability to follow directions and work effectively both independently and with others in a cooperative, enthusiastic and friendly manner to accomplish position functions and participate in team efforts.
• Demonstrated proficiency in the use of MS Office to produce high-quality, written communications such as memos, spreadsheets, presentations, and standard legal documents.
• Must possess a thorough command of the English language including excellent spelling, grammar and punctuation skills.
• Demonstrated ability to communicate clearly and effectively, both orally and in writing.
• Ability to perform both routine and non-routine tasks with attention to detail and efficiency.  
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload. Must possess an aptitude to coordinate a variety of initiatives.
• Ability to apply technical knowledge or guidance, analyze and interpret data from several sources and solve problems by applying precedent or extrapolating from previous experience.
• Ability to exercise sound judgment and discretion in handling and maintaining confidential information and data. Requires demonstrated poise, tact and diplomacy.
• Ability to represent the firm with honesty, integrity, and professionalism, consistently acting in an ethical manner.
• Working knowledge of legal terminology and procedures.
• General knowledge of documents, business processes, operation of standard office equipment and software.
• Ability to accurately type 80 words per minute.
• Ability to work overtime hours as requested.
• Ability to safely lift, move and carry items without assistance, weighing up to 25 lbs.

Education

The position requires a High School Diploma or GED.  AA/BA/BS degree or equivalent specialized training a plus.  Bi-lingual speaking skills also a plus.

Experience

The position requires seven (7) years of administrative experience.