Tax & Trust & Estates Legal Secretary

New York, NY

Summary

A leading national law firm seeks a Tax & Trust & Estates Legal Secretary to provide comprehensive administrative and legal support to attorneys within the firm’s Tax practice. This role requires a highly organized, polished, and tech-savvy professional who can effectively manage multiple priorities in a fast-paced law firm environment while maintaining a high level of accuracy, discretion, and attention to detail. The ideal candidate will possess strong technology skills, excellent written and verbal communication abilities, and the ability to anticipate attorney needs, exercise sound judgment, and independently follow assignments through to completion. This individual must be professional and responsive when interacting with attorneys, clients, colleagues, and external contacts, and be comfortable utilizing Microsoft Office and various legal technology platforms, including document management, time-entry, billing, and expense systems. Prior experience supporting attorneys in a Tax practice or other sophisticated transactional practice is strongly preferred.

Responsibilities

• Draft, revise, and format estate planning documents including wills, trusts, powers of attorney, healthcare directives, and related items.
• Maintain and manage a sophisticated filing system for multiple estates, ensuring estate planning, probate, administration, financial, and related documents are accurately organized, maintained, and readily accessible.
• Greet and assist high-profile clientele, providing a polished, professional, and discreet client experience while maintaining the highest level of confidentiality.
• Proofread legal documents for accuracy, completeness, and proper formatting.
• Schedule client meetings, attorney calls, and document execution appointments.
• Maintain attorney calendars and manage deadlines.
• Coordinate document signing, notarization, and witness arrangements.
• Format and edit documents and correspondence, engagement letters, and new client matter openings.
• Manage, assess, and provide initial editing of invoice pro formas and coordinate with the billing department on finalizing invoices; communicate directly with clients regarding billing inquiries.
• Enter attorneys’ time and submit expenses.
• Provide back-up secretarial assistance as needed and general support for ad hoc projects.
• Handle multiple tasks in a fast-paced environment.
• Perform other work duties as assigned.

Qualifications

• High School Diploma or GED equivalent.
• 5+ years of experience as an Executive Assistant or Legal Secretary in a law firm or professional services environment.
• Background in managing a high volume of invoices and billing inquiries.
• Proficiency in Microsoft Office Suite (with particular strength in Microsoft Excel and Microsoft Word), iManage, 3E, Chrome River, Kofax, and Laurel AI.
• Proficiency in legal document management systems.
• Excellent proofreading, organizational, and time management skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong communication and client service skills.
• Strong interpersonal skills with a proactive approach and sympathetic attitude in dealing with confidential matters.

Compensation: $85,000.00-$95,000.00, plus overtime and bonus.

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