Legal Secretary

New York, NY

This position provides comprehensive administrative and legal support to multiple attorneys, ensuring adherence to firm processes and procedures. The position requires a strong understanding of litigation procedures, including ECF filing and docketing, and proficiency in managing state and federal court cases. The ideal candidate will have commercial litigation experience, a stable job history, and a commitment to following firm processes to ensure the efficient and timely completion of tasks. Excellent organizational, communication, and multitasking skills are essential, along with the ability to work independently and as part of a team in a fast-paced environment.

Essential Duties and Responsibilities
• Provide high-level administrative support to assigned attorneys, ensuring efficient management of complex tasks and legal workflows. This includes drafting, editing, formatting, and producing legal documents, correspondence, and other materials with a high degree of accuracy.
• Prepare and file pleadings and other legal documents with state and federal courts, ensuring compliance with procedural rules and deadlines.
• Open, organize, and maintain client files, both electronically and in hard copy, ensuring they are up-to-date, complete, and accessible.
• Coordinate and manage multiple attorney calendars, scheduling meetings, court appearances, and other key appointments. Provide timely reminders to attorneys regarding critical deadlines and time-sensitive obligations.
• Review and edit documents for proper formatting, grammar, and spelling, ensuring all attachments, exhibits, and enclosures are complete and properly included.
• Assist in maintaining attorney timekeeping and billing by entering time, reviewing pro forma bills, and preparing final billing statements and cover letters for client submission.
• Manage the intake process for new client matters, ensuring all relevant information is gathered and recorded for effective case management.
• Route incoming calls, mail, and visitors, maintaining a professional and responsive communication channel for attorneys and clients.
• Coordinate and arrange travel logistics for attorneys, including booking flights, accommodations, and transportation as needed for client meetings, trials, and other professional obligations.
• Assist with closing client matters by preparing and formatting closing documents, signature pages, and binders in accordance with firm standards.
• Provide backup support to other secretaries and administrative staff as needed, ensuring seamless office operations and workflow.
• Perform general clerical duties such as filing, retrieving closed files, handling expense reimbursements, and maintaining office supplies.
• Execute any additional duties and responsibilities as assigned to meet the evolving needs of the legal team and firm.

Knowledge, Skills, Abilities, and Experience
• Experience: 3 to 12 years of commercial litigation experience preferred; experience managing federal court cases is a plus.
• Required Skills: Proficiency in ECF filing, docketing, calendaring, and litigation procedures. Strong multitasking and time management skills with the ability to thrive in a fast-paced environment.
• Communication: Excellent verbal, written, and listening skills, with the ability to communicate effectively with employees and all levels of management.
• Organizational Skills: Superior organizational abilities, with the capacity to prioritize, meet deadlines, and manage multiple projects independently.
• Teamwork: Enthusiastic, energetic, and team-oriented attitude, with a focus on fostering a work environment of open communication and trust.
• Self-Starter: Detail-oriented, proactive, and able to take initiative and see projects through to completion.
• Adaptability: Ability to thrive in a challenging environment and work under pressure.
• Technical Proficiency: Highly proficient in Microsoft 365.
• Travel & Overtime: Willingness to travel for trials, arbitration, hearings, and other case-related projects. Ability to work overtime as needed.
• Physical Requirements: Ability to lift or carry up to 20 pounds.

Requirements
• Support for multiple attorneys: A minimum of three years supporting five or more attorneys simultaneously, with the ability to manage a high volume of work and competing priorities.
• Commercial litigation experience: Proven expertise in commercial litigation, with a strong understanding of case management, legal documents, and trial preparation.
• Filing experience: Proficiency in e-filing in NY state and federal courts, including knowledge of electronic filing systems and legal procedures.
• Docketing system proficiency: Solid experience with docketing systems, ensuring knowledge of calendaring, accurate tracking of deadlines, court dates, and other critical litigation milestones.
• TOA/ TOC proficiency: Expertise in preparing and managing tables of contents and tables of authority for legal documents, ensuring accuracy, compliance with court rules, and proper formatting for submission.

Qualifications
• Education: Bachelor’s degree or equivalent work experience required.
• Experience: Minimum of 3 years of experience as a Legal Secretary, with a focus on supporting multiple attorneys (5 or more). At least 3 years of commercial litigation experience, preferably in a large Am Law 100 firm.
• Job Stability: Demonstrated history of at least 3 years in each prior organization.
• Technology Skills: Proficient in Microsoft 365 and other legal document management systems.
• Strong Communication Skills: Excellent written and verbal communication skills.
• Team Player: Ability to collaborate effectively with attorneys, clients, and other team members.

Additional Information
Salary Range: The anticipated base salary for this position is between
$85,000.00-$102,000.00, plus overtime and bonus, depending on experience and qualifications.

Hybrid Environment: Must be able to work onsite for the duration of the probationary period typically 90 days. With successful completion of probationary period, a hybrid schedule will ensue. The hybrid schedule includes 4 days in office/ 1 day remote. Schedules may vary from week to week to adapt to changing circumstances and to maintain optimal stability and support for the department which may also necessitate additional days in office.

Full-time, Nonexempt Position: Monday through Friday. 37.5 hours workweeks; 7.5 hours per day.