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Legal Secretary/Executive Assistant (Law Firm Experience Only)

New York, NY
SourcePro Search is conducting a search for an experienced Executive Assistant with a minimum of 5-7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e-Filing. 
This is a full-time position with hours from 9:30 am to 5:30 pm, Monday to Friday.
The successful candidate will provide a variety of high-level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back-up support to team attorneys.
What You'll Do:
  • Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents.
  • Machine transcription, formatting and editing documents; prepare documents for court filings.
  • Proofreading
  • Coordinate attorney and client meetings
  • Calendar management
  • Regular contact with clients
  • Strong telephone skills, take detailed messages
  • Triage all incoming queries and issues
  • Arrange travel (ground and air)
  • Maintain high volume of client files (paper and electronic)
  • Draft general correspondence
  • Expense reimbursement
  • Retention/Retainer letters
  • Billing (pre-bills)
    General Responsibilities:
  • Place guests’ names on the Security List
  • Reserve conference rooms and arrange for refreshments for meetings
  • Attorney time entries (Intapp)
  • Manage Contact list
  • Maintain State Bar and miscellaneous organization memberships
  • Follow up on all matters
  • Provide back-up support to team attorneys
  • Maintain confidentiality and exercise diplomacy at all times
What You'll Bring:
  • Minimum of 5-7 years of legal secretarial experience in a litigation firm
  • Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint
  • Strong organizational skills
  • Strong attention to detail
  • Proficient in e-Filing
  • Excellent grammar in oral and written form
  • Excellent judgment
  • Resourceful and great problem solving skills
  • Strong interpersonal skills
  • Strong follow up and follow through
  • Must be able to multi-task and quickly switch gears when necessary and maintain efficiency
  • Must be able to work independently and anticipate needs / be proactive
  • Maintains a professional appearance in person and on the telephone
  • Must be able to manage and prioritize competing assignments and meet deadlines
  • Must be flexible and able to work beyond regular work schedule on short notice

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