Legal Secretary

Job Description:

Essential Duties and Responsibilities:  

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence that requires knowledge of legal terminology and using advanced formatting skills. This may require spending long periods of time at computer workstation.
• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents, and other printed materials.
• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.
• Drafts, edits and disseminates information through letters, email, mail, memos, itineraries, etc.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; makes decisions for mails/emails of specific invoices to clients.
• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including travel, lodging, transportation, and meal arrangements as well as seeking approval for attorneys from department heads.
• Inputs attorney time utilizing the Firm’s time entry software on a daily basis.
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests. This may require lifting file bank boxes containing client files.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
• Maintains calendars as requested by attorneys; submits and reconciles reimbursements.
• Prepares materials for departmental meetings.
• Other projects as assigned by  attorneys and/or paralegals and Office Administrator.

Job Requirements:

Qualifications:  

• High School Diploma required. Some college and/or PLS Certification desirable.
• 5 years of work experience in a law firm environment, or related professional experience preferred but not required.
• Experience scheduling and planning travel at the executive level.
• Knowledge of legal terminology.
• Ability to gather data, compile information and prepare reports.
• Strong organizational and records management skills.
• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
• Ability to maintain confidentiality of all information.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Advanced computer and software application skills.
• Ability to organize and prioritize numerous tasks and complete them under time restraints.
• Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
• Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, IntappTime, and Elite software preferred.
• Knowledge of Chrome River and BB Conference Scheduler software.
• Ability to learn and use databases.
• Ability to work effectively with a wide range of individuals.
• Ability to multi-task and work well under time constraints.
• Ability to work well independently and in a team environment.
• Ability to proofread materials for contextual, grammatical, typographical, or spelling errors.
• Must have strong organizational, decision-making skills and problem-solving skills.