Legal Secretary

Job ID#: 36584

New opportunity for Downtown Law Firm 

The Secretary provides overall administrative support to the Attorneys and Paralegals of the Firm.
This person enhances Attorney effectiveness by providing information-management support. These tasks generally include editing and preparing correspondence and legal documents, assisting with meeting preparation, facilitating maintenance of paper and electronic files and calendaring. The Secretary should perform duties with due diligence and a pro-active approach.
Primary Responsibilities:
? Documents: Reviews draft documents including minutes, action item lists, agendas, handouts, Attorney letters and other Client-related documents. Oversees final compilation and transmittal/delivery, as needed. Works with File Clerk to maintain District records.
? Filing: Prepares Client documents for filing by sorting and marking appropriately. Sets up new Client files.
? Scheduling: Responsible for scheduling meetings, conference calls and travel arrangements.
? Client Directories: Updates and manages Client directories on a regular basis.
? Projects: Participates in special projects and other duties, as needed.
? Timekeeping: Enters time to the Firm's time and billing software for self and Members, as necessary.
? Email: Reviews and responds to email correspondence for Attorneys and/or Members. Monitors pertinent Client emails on a regular basis. Prepares emails sent to Client distribution groups.
? Phones: Monitors and receives Client and Consultant phone calls and correspondence.
? Office Support: Assists with conference room set-up for meetings by coordinating set-up with Receptionist and File Clerk. Acts as back-up for Receptionist when needed.
? Takes direction from Members, Attorneys, Paralegals or Office Administrator to coordinate activities and resolve business issues.

Essential Skills and Experience:
? At least three (3) to five (5) years of professional secretarial experience preferably in a law firm or in the legal department of a corporation.
? Knowledge of legal practice and terminology.
? Ability to coordinate work activities, prepare legal correspondence and documents, organize and maintain files and records and communicate effectively in a business environment.
? Reliable, organized and highly detail-oriented with the ability to work on multiple assignments and with multiple Attorneys and Paralegals simultaneously.
? Excellent verbal and written communication skills required.
? Typing proficiency a must.
? Strong proofreading skills are required.
? Knowledge of secretarial and general office administrative procedures and the use and operation of standard office equipment.
? Proficient with Windows based software, including MS Word, Excel, PowerPoint and other applications, such as Outlook, Centerbase and Worldox (document management).
? Professional appearance and telephone manner is essential.

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