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Title : Legal Secretary

Location : Pennsylvania - Pittsburgh
Refer to Job # XJXM726036

Legal Secretary Duties: Closely coordinating and maintaining the schedule and calendar of the Global Head of Legal Personnel, including organizing meetings and related events. Proficient in meeting planning, scheduling, and related logistics. Liaise with internal and external support services (IT, Travel, and Office Services). Coordinating meetings of the Senior Management Team (SMT), Executive Committee (EC) and EC Subcommittees, Global Leadership Team, Chiefs, partners and other meetings, as directed. Carefully managing all channels of communication including high volume email, correspondence, and telephone. Demonstrate a proactive and forward thinking approach. Working with Firm travel agents to make travel arrangements, including transportation, automobile rentals and hotel reservations. Preparing and submitting accurate and timely expense reports to the Accounting Department. Drafting and typing various kinds of documents and performing administrative functions including, but not limited to, memos, letters, charts, check requests, PowerPoint presentations, business intake forms, briefs, pleadings, agreements, and other such documents specific to the timekeepers areas of practice. Such work may be from handwritten copy, dictation or edited typed work product. Preparing appropriate billing information and exception reports. Submitting conflicts requests and preparing new business intake forms for new clients and/or new matters in 3E, including preparing appropriate accompanying engagement letters. Interfacing appropriately with the Business Intake Department when necessary. Evaluating the completeness and accuracy of new business intake forms prepared by others. Assisting with client billing including: reviewing time and cost entries appearing on the proformas and making corrections as needed, working with Billing Department personnel to provide detail of client-related expense items in order to provide supporting documentation on the invoices, processing and mailing past due statements, assisting attorneys with client inquiries, and other billing duties as assigned. Maintaining attorneys files containing statements and related billing data. Working with Billing Department to resolve billing problems and efficiently processing final invoices and letters. Acting as a liaison for the Global Head of Legal Personnel firm-wide. Coordinating timekeepers calendars with secretaries and reminding timekeepers of various meetings, appointments, court dates, etc. Reviewing and calendaring due dates from documents, letters, and mail received. Sending information related to all appropriate dates to Firm s Central Docketing Department and working with them to ensure that all dates recorded are accurate. Proofreading all work, including reading documents for content and context. Duplicating and scanning documents, books and other papers as needed. Inputting appropriate duplicating billing information and completing duplicating exception reports. Submitting large duplicating jobs to the Duplicating Department. Accurately preparing duplicating transmittal sheets. Preparing and maintaining digital temporary and permanent client and office files in accordance with the Firm s electronic filing system procedures. Maintaining up-to-date, orderly file indexes for legal documents. Answering and screening telephone calls. Providing backup telephone coverage for other team members. Accurately entering daily timekeeper time records to the accounting system, reviewing for accuracy, editing content and grammar, and correcting any errors. Maintaining accurate and up-to-date databases such as name/contact list in Outlook, client/matter numbers, and marketing databases. Faxing documents or submitting materials for faxing. Accurately preparing fax transmittal sheets. Scheduling/calendaring appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances. Scheduling meetings, arranging for conference rooms and making meal arrangements. Scheduling outside vendor services such as court reporters or expert witnesses. Coordinating court filings, including filing of pleadings via electronic filing procedures as mandated and approved by the court. Greeting clients and providing assistance when needed. Participating in secretarial team leader responsibilities, assisting as a backup secretary for other timekeepers, and assisting other secretaries with overflow work. Performing other related duties required based upon the unique practice of the attorney, such as, but not limited to, high-level administrative work, practice development initiatives, committee project work, and Executive Committee responsibilities. In addition, a limited amount of secretarial work for personal matters of the attorney is to be expected. Other duties as assigned. Requirements: High School diploma or equivalent required. Four year College Degree or equivalent work experience is preferred. 5+ years experience as a legal secretary or other relevant experience in order to be familiar with court rules, procedures, and calendaring requirements so as to be able to perform litigation and administrative duties in a professional services setting. Extensive knowledge of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring function. Exceptional interpersonal and related skills in order to communicate effectively with diverse groups of legal and support staff on confidential and sensitive Firm matters. Must be able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines. An ability to take the initiative in handling projects and anticipating what needs to be done. An ability to understand and follow specific and detailed instructions. Must display a professional manner with clients, attorneys, paralegals and other staff members. Must be able to make productive use of working hours and exhibit strong time and priority management skills.

Email: jobs@lawfirmstaff.com NO CALLS PLEASE

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