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Title : Legal Secretary/ Administrative Assistant - Transactional

Location : Arizona - Phoenix
Refer to Job # MHAL748328

Legal Secretary/ Administrative Assistant - Transactional Duties: Maintain schedules and calendars for attorneys, keeping them on track. Daily administrative and clerical support to two or more attorneys. Process conflict checks and New Client/New Matter forms. Schedule and organize meetings, events, conference calls; working as the liaison between multiple internal departments. Duties include reserving conference rooms, arranging for catering or refreshments and IT support and equipment as requested. Prepare electronic expense reports. Arrange travel itineraries and all related correspondence as needed. Enter attorney time as required. Backup duties for other team members. Draft and proofread written materials and documents with attention to detail using professional and technical writing skills and grammar. Redline documents utilizing comparison software. Utilize document management system for both electronic and paper file maintenance and organization. Analyze correspondence and save key documents and emails using a standardized naming convention. Contribute to a team environment. Establish and maintain ongoing positive business relationship with clients, attorneys, paralegals and staff. Research information requested by attorneys and/or paralegals. Present information and respond to questions from individuals or groups of managers, clients and timekeepers in a professional and timely manner. Maintain complete confidentiality of client matters through demonstrated diplomacy and discretion. Qualifications: Associates degree preferred; equivalent related experience will be considered in lieu of degree. 3-5 years of experience in a hands-on administrative role supporting 2+ timekeepers; legal experience in both transactional law and litigation preferred. Strong PowerPoint presentation skills essential. Ability to work independently and in collaboration on assignments with demonstrated judgment in when to seek assistance. Demonstrated ability to comprehend details and work at a fast pace with a high degree of accuracy. Diplomacy and calmness under pressure and changing priorities. Professional demeanor and experience communicating through different channels, and with different personalities/audiences. Ability to effectively present information and respond to questions from individuals or groups of managers, clients, and timekeepers in a professional and timely manner using clear and direct communication. Ability to work assigned schedule with flexibility for overtime as required to meet business needs. Solid time management skills; ability to execute within established processes and directions on a timely basis; solid prioritization skills and results driven orientation. Strong organizational skills. Exceptional typing skills with a strong emphasis on accuracy. Proficiency utilizing MS Suite of products. Regular data maintenance working with electronic databases and/or Excel spreadsheets; advanced proficiency with MS Excel preferred. Numeric labeling of pages within a group of documents, indexing and tabbing. Ability to draft formal correspondence and provide miscellaneous document support with intermediate or higher MS Word expertise. Experience with electronic and paper file maintenance and organization using a document management system.

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