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Location : New York - Long Island
Refer to Job # SDGB744164
Floating Legal Secretary Duties: To provide floating and permanent secretarial and administrative support at a consistent and high standard to partners, fee-earners, and office operations in the office to meet client requirements and deadlines to deliver an exceptional client experience. Deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work. Coordinate and produce accurate compliant documents and correspondence (including draft engagement and billing letters). Meet required deadlines and negotiate alternate timeframes when necessary. Utilize other services as appropriate. Establish effective work practices with partners and fee- earners to manage the matter life cycle from file opening to closure/archival. Implement effective telephone call management and other communication work practices. Manage internal and external appointments with appropriate meeting lead and travel times, assisting with meeting preparation and the coordination of post meeting actions). Coordinate detailed travel arrangements for assignments, including appropriate visa documentation and domestic and international itineraries. Arrange lunches and dinners and other events as required, including reviewing venues and menu planning and ensuring costs are maintained against budget. Manage own email and partner and fee-earners email as required. This includes timely filing of emails (including hard copy filing where necessary), filtering incoming correspondence, proactively dealing with queries and meeting invites. Deal with hard copy mail/post in the same manner. Assist with expense claims and invoice approval forms. Assist with narrative edits of bills and with managing alternative pricing arrangements and cross-border invoicing. Proactively collect client information and update relevant databases, to ensure all data is accurate at all times. Prepare files for archiving and manage return and retrieval of files following firm guidelines. Treat your key relationships as internal clients and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience. Provide backup coverage for the reception desk and Office Services as needed. Take all necessary steps to ensure you are aware of correct procedures. Demonstrate enthusiasm and proactivity in the workplace. Take responsibility for your own learning, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices.
Qualifications: Associate's degree required; preference for a Bachelor's degree Typing speed of 55+ wpm with 98% accuracy. Intermediate to advanced skill level with the Microsoft suite (Outlook, Word, Excel and PowerPoint). Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm. Proven high level organizational and time management skills with the ability to think ahead, prioritize workload, respond to and manage changing circumstances and work under pressure to meet deadlines. Strong attention to detail. Good judgement and problem-solving ability. Demonstrated high level experience as a Secretary/PA working in a professional services environment (legal experience is desired).
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