Tax Legal Secretary

Summary

The ideal candidate for this position will be someone with experience as an executive assistant in a legal or financial environment. The candidate will have the confidence and strong technical and administrative skills to proactively manage duties and responsibilities for the team in an organized, efficient manner.

Responsibilities

Provides Secretarial Support to Attorneys in a particular practice or department, with responsibilities including, but not limited, to:

• Screens and routes telephone calls, reviews and transcribes voicemails, responds to routine inquiries;
• Opens, sorts and processes attorney mail;
• Manages attorney emails in Outlook which includes reviewing, drafting, sending and printing emails;
• Manages Outlook calendar on behalf of attorneys;
• Creates and maintains client contacts in Outlook and InterAction;
• Prepares and distributes correspondence and other documents using excellent proofreading and formatting skills with the ability to offer support and suggestions relative to grammar, spelling and punctuation;
• Manages projects and coordinates distribution with the ability to use firm resources to delegate tasks in the successful completion of such projects; interacts with other departments and facets of the office, when appropriate, to coordinate larger scale projects (such as word processing and duplicating);
• Schedules and coordinates meetings and/or conferences, interacts with facilities and catering and manages all other details of the meeting;
• Coordinates conflict check and new matter memo process;
• Coordinates travel arrangements and prepares expense reports;
• Completes time entry on behalf of attorneys;
• Organizes and maintains legal correspondence and document files and utilizes Legal Key;
• Manages review and distribution of draft and final client bills which includes communication with attorneys and accounting representative relative to completion of bill;
• Completes various other assigned administrative tasks such as photocopying, printing, scan documents to PDF and save to FileSite, faxes, creating labels, etc.;
• Performs accurately and in a timely fashion all word processing functions in Word, PowerPoint, Excel, and exhibits the ability to learn new programs and processes quickly and efficiently.

Qualifications

• Strong typing skills with a minimum of 70 wpm;
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Adobe Acrobat or PDF Converter Professional; willingness to learn other programs as required;
• Knowledge of Microsoft Visio.
• Previous administrative experience required;
• Strong attention to detail, accurate work product, good follow through;
• Excellent oral and written communication skills;
• Ability to maintain proactive client relationships and demonstrate the ability to communicate effectively and professionally with clients;
• Demonstrate ability to manage several tasks simultaneously, often under time constraints with minimum supervision;
• Ability to analyze and resolve problems;
• Motivated self-starting professional with the ability to work well within a team oriented environment and contribute to effective team relationships;
• Ability to change and adapt to current and future responsibilities and circumstances;
• Willingness to work flexible hours, with the knowledge that the position occasionally requires more than scheduled work hours to perform the essential duties of the position;
• Proactive – takes initiative assisting clients and attorneys;
• Excellent attendance – consistently at work and on time;
• Work with Supervisor to coordinate overflow work, arrange desk coverage and escalate items/issues that need immediate attention and/or resolution;
• Demonstrate knowledge of and adherence to firm policies and procedures;
• Participation in projects and/or pilot programs as requested.
• Light lifting; up to 25 lbs.
• H.S. Diploma or equivalent required; 4 year College degree preferred
• Atleast 5 years of administrative experience required.