Legal Secretary-Litigation

New York, NY

M-F, 930am-530pm or 10am-6pm

As a member of a secretarial team, provides support to attorneys and paralegals in all areas of the litigation business practice.  Provides high level of client services to assist in document processing; making travel arrangements and preparing travel itineraries for attorneys and paralegals; processing new business intake and expense forms; time entry for assignments; answering telephones and taking messages; arranging meetings and conferences; coordinates calendars; monitoring incoming mail, faxes and e-mails; filing and other administrative duties as assigned. This position works in a team model environment with other secretaries to provide consistent quality service by using innovative technical skills and creative soft skills.

Responsibilities

• Uses word processing and document management software (Microsoft Office 2010, including Excel, PowerPoint, Workshare Compare, DM, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda and legal materials
• Prepares new client screening applications and conflict checks
• Establishes and maintains paper and electronic client and administrative files, calendars and time records in compliance with current firm policies
• Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); Office Services (mail, FedEx, UPS, messengers); Reception (scheduling/arranging meetings and requested accommodations);  Duplicating and Document Center
• Prepares expense reports and client billing
• Prepares papers and correspondence of a legal and non-legal nature for both litigation and corporate practice areas
• Answers, screens and places phone calls
• Open, reads and routes mail as directed
• Assists with administrative work for attorneys and paralegals
• Provides assistance to other Legal Secretaries within Firm whenever necessary to meet Firm and client needs

Essential Knowledge, Skills, Abilities and Other Job-Related Competencies

• Bachelor’s Degree preferred
• A minimum of eight (8) years of legal secretarial experience in a law firm environment
• Experience working in a multi-practiced area as part of a secretarial support team model preferred
• Proficiency in MS Word, Outlook, Excel and PowerPoint is a must, with a minimum typing speed of 65 words per minute
• Ability to work core business hours with flexibility for overtime, as required

Personable, professional with strong organizational skills and drive for excellence.  Specific skills/attributes include:

• Ability to prioritize tasks in an effective and creative manner
• Shows good judgement
• Calm, cordial and effective under stress
• Detail-oriented with commitment to excellence
• Commitment to the team while showing initiative as a self-starter

Professional with recent experience working in both corporate and litigation practice areas in mid-size law firm. Specific skills include:

• Advanced knowledge in formatting briefs, pleadings and other litigation documents
• Knowledge of New York court procedures
• Advanced knowledge of corporate transactional deal processes and related complex documents