Legal Secretary in Long Island City, NY| LawFirmStaff

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Title : Legal Secretary

Location : New York - Long Island
Refer to Job # DFKP708800


Secretary The candidate will provide a high level of efficient, client-focused and professional legal secretarial, word processing, and administrative support to a number of nominated fee earners in the office. Typing, editing, and word processing letters, faxes, notes, documents etc. including proof reading of documents to ensure that completed documents have been checked for spelling and grammar and produced without error to a consistently high standard in format. Dealing with all mail as required and retrieving all background papers/drafting responses (if appropriate) before passing on. Sending out correspondence with correct attachments or enclosures. Answering calls promptly in the prescribed manner. Full message taking, actioning and follow-up. Minor queries to be answered or clients referred to other lawyers where appropriate. Responding to messages. Establish as appropriate and comply with appropriate filing systems. Regular filing of materials and shredding of unwanted papers. Clearing out files regularly. Ability to access and retrieve information on demand and knowledge of the whereabouts of papers, files, etc. Maintaining fee earners' diaries as required. Booking appointments, hotels, travel arrangements, lunches etc. for fee earners as necessary. Following up where appropriate and cancelling if necessary. Operating an effective reminder and prompt system if required. Keeping telephone, fax numbers and address book up to date. Keeping up to date with current issues and maintaining a list of all outstanding matters. Knowledge and interest in the job in hand. Preparation of client bills. Day to day administrative tasks to ensure the smooth running of the office and a high quality of service to fee earners in the office. Photocopying, printing, preparing letters, notes, documents etc. in a timely fashion. Dealing with service departments in all offices as needed. Some personal work and errands if needed. Qualifications: Bachelors degree or associates degree is required. 2-5 years of legal secretarial experience. Proficiency in all aspects of Word Processing, including firm styles; demonstrating a high level of competence. Proficiency in Excel and PowerPoint. Excellent knowledge of Outlook and calendaring system, must be able to handle travel arrangements for multiple Fee Earners with heavy travel. Typing speeds of 50-60 wpm. Ability to create a friendly and professional rapport with attorneys, staff and external parties. Ability to work as a team in handling the day-to-day operations of the function. Ability to manage a busy desk with multiple Fee Earners. Willingness to help out on all tasks is essential. Strong attention to detail with exceptional organizational skills and ability to multi-task and prioritize changing priorities with urgency. Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and to deal with abstract and concrete variables. Ability to read, analyze and interpret complex documents. Ability to maintain a positive, professional, and respectful attitude. Ability and confidence to liaise with senior personnel within and outside the firm. Ability to be punctual. Ability to maintain a professional appearance and presence. Ability to maintain confidentiality of sensitive matters and respond effectively to such situations. Ability to work overtime as required.
 
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