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Legal Secretary/Executive Assistant (Law Firm Experience Only)
New York, NYSourcePro 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.
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:
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