Job: Special Assignment Secretary

Title Special Assignment Secretary
Categories Administrative Support Staff (Law Firm)
Job ID 2263
Location New York, NY
Job Information

A top law firm in New York City is in search of a Special Assignment Secretary.
Duties and Responsibilities:
•Advanced skills in Microsoft Office Suite (particularly, Outlook, Word, Excel)
•Some knowledge of Document Management Systems (i.e., DeskSite)
•Strong organizational skills and attention to detail;
•Good judgment and strong interpersonal communication skills
•Strong analytical and problem solving skills
•Requires strong computer and Internet research skills
•Able to work independently and anticipate needs of assignments
•Maintains composure while meeting multiple deadlines (even with frequent interruptions)
•Conserves assignments’ time by reading, researching & routing email correspondence
•On behalf of assignments, liaise with various support departments of the Firm
•Maintains assignments’ calendars, plans and schedules meetings, conferences, teleconferences, video conferences and travel; apprises assignment of schedule in advance of commitments
•Analyzes, allocates, processes and monitors complex expense reports
•Maintains and updates assignments’ client/matter lists, Outlook contacts and Marketing mailing lists
•Researches and routes correspondence
•Produces information by formatting, inputting, editing, retrieving, copying and transmitting documents
•Proofreads and reviews all work produced
•Receives, screens and transfers telephone calls; relays telephone messages according to method preferred by assignments (e.g., written messages, email, or voicemail)
•Responsible for submitting requests for conflicts reports; prepares and monitors creation of new business forms
•Coordinates client billing with billing specialist
•Maintains assigned lawyers’ files pursuant to the Firm’s Policy on Records Management
•Support visiting lawyers/clients when required
•Able to work well with all levels of internal management and staff as well as outside clients and vendors
•Works harmoniously and effectively with others as part of a team
•A self-starter who desires to show ownership and commitment to the job; accepts responsibility for actions
•Volunteers to assist others and seeks out work during slow periods in work load
•Maintains a safe and unobstructed work area, including a neat and well-organized desk; demonstrates safe work practices
Education and/or Experience: Required:
•Demonstrated proficiency in the Microsoft suite (Word, Excel, Powerpoint).
•Demonstrated proficiency in basic knowledge of legal terminology, formatting of legal documents and practice group’s systems and procedures (e.g., court procedures, closings).
•B.A. or B.S. degree from an accredited college or university.
•Previous experience in a professional services firm (not necessarily all in a law firm).
• Types accurately at 55-70 wpm.
•Proficiency in advanced functions of Microsoft suite (e.g., Adobe).
•Excellent command of Black-line packages such as Delta-View
Other Skills and Abilities: In addition to the above, the following will also be required of the successful candidate:
•Able to multi-task and prioritize work proficiently and effectively completes same in a timely manner
•Able to work independently and anticipate needs of assignment
•On behalf of assignment, liaise with various support departments of the Firm
•Maintains composure while meeting multiple deadlines (even with frequent interruptions)
•Strong communication & writing skills
•Good judgment; assertiveness
• Strong analytical and problem solving skills

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