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Location : District of Columbia - Washington
Refer to Job # AUMY746285
Legal Secretary The candidate will Provide detailed and high-level secretarial and administrative support in a Secretarial Service Center (SSC) consisting of a team of two or three secretaries. Coordinate and maintain effective office procedures and efficient work flow, comply with policies and procedures set by the Firm, establish and maintain harmonious working relationships, and foster are needed atmosphere of teamwork and cooperation. Work effectively with other secretaries within the assigned SSC, provide occasional coverage to other SSCs on the floor when needed, and volunteer for overflow work assignments when time permits. Must be able to collaborate and work in a shared work space and be accessible to both lawyers and other secretaries. Work closely to mentor, share knowledge and best practices, and answer any Firm policy and procedural questions for assigned Legal Secretary I incumbents. Provide guidance when necessary and lead by example. Schedule client meetings, reserve conference rooms, and coordinate audio visual equipment and food needs via CovReservations. Register Firm guests through Passage Point. Coordinate all aspects of lawyers travel arrangements (domestic and international) and prepare travel itineraries, monitor and process travel reimbursements in a timely manner, maintain Outlook calendar, and monitor crucial due dates for lawyers as required. Organize, coordinate, and communicate pertinent information with other team members. Monitor lawyers incoming emails as directed and when required. Answer phones and direct callers as required. Receive, register, and assist visitors as required. Type, revise, and proofread general correspondence, memos, legal documents, and reports in Excel from various sources. Prepare draft communication outlined by lawyer as required. Ensure accuracy and clarity of all work product in a timely manner. Utilize iManage document management system effectively as a central repository for all matter-related documents. Establish and maintain records of documentation in searchable electronic formats (hard copies only when necessary). File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested. Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required. Maintain lawyers time in 3E, proofread, and submit finalized time to Accounting on a daily basis (unless client directs otherwise). Maintain knowledge of client requirements for billing and prepare client billing as required. Prepare New Business Matters and update list of client/matter codes. Maintain and follow through on all client billing matters. Maintain appropriate sense of urgency and complete all work assignments within agreed upon deadlines. Create and maintain up-to-date lawyer preference information supported by the SSC reflecting specific instructions and expectations of the lawyers. Notify Secretarial Supervisor upon arrival every morning via e-mail and provide any pertinent information as required. Notify Secretarial Supervisor about availability to assist with overflow work. Coordinate any planned time out of the office (PTO) with team members prior to submitting request to Secretarial Supervisor for approval. Deliver timesheets to Secretarial Supervisor for approval in a timely manner. Reports To: Legal Secretarial Team Mates; Secretarial.
A High school diploma is required. Prior secretarial work experience essential. Should have excellent written and verbal communication skills. Must have excellent interpersonal and organizational skills. Must have ability to clearly and effectively communicate with various levels of staff within the organization. Should have ability to work productively and cooperatively with other employees. Should have ability to navigate iManage, MS Office, Elite, 3E, and Chrome River.
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