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Location : New York - Long Island
Refer to Job # ZQTR702432
Legal Secretary The candidate will be part of team of attorneys, paralegals and support staff providing a high level of service to both internal and external clients. Prioritize, coordinate, and manage legal work assignments through available firm support, including the Resource Center, Case Assistants, Administrative Assistants, File Clerks, Research and Information Services, Marketing, Records, Copy Services, New Business Intake and Finance. Provide quality control and deadline management. Offer assistance to assigned attorneys throughout the day while taking initiative to suggest efficiencies or process improvements. Edit any attorney time entries utilizing the Firm s software Intapp, and confirm appropriate client and matter association. Work in conjunction with the Billing Department to coordinate client bills, including preparation, review and editing of proformas and compilation of appropriate documentation for inclusion with final invoice to clients. Transcribe and draft various documents, forms, letters, correspondence, memoranda, status reports, timesheets, project work, and court documents in the daily production of legal documents. Edit, finalize, format and distribute documents as requested. Proofread and redline documents, correspondence and memoranda to ensure accuracy and quality control of copy, grammar, spelling, punctuation, and syntax in final format. Prepare reports, tables and Excel documents as needed for assignments. Manage calendar and meeting coordination, including availability of attendees, meeting notification and reminders, conference room and equipment set-up, beverage and meal orders, and preparation of meeting materials. Handle incoming and outgoing mail and determine level of priority. Coordinate travel arrangements, including air, hotel, and car plans for attorney off-site meetings and events. Set up and maintain firm files and manage disposition of files. Manage files and electronic files, including updating and locating files as well as appropriate documentation, correspondence and e-mails in a timely manner. Perform a variety of secretarial functions, such as processing new client/matters forms and conflicts checks, expense reports and reconciliation, and other assignments as requested. Provide back-up support to team, department and floor for coverage and project assistance as needed.
Qualifications: High School or better. Bachelors or better preferred. Good knowledge of Microsoft Word and other comparable document production software such as PowerPoint, Excel, and Microsoft Outlook, Document Management Systems, CompuLaw and Relativity. Knowledge of various Courts systems and filing requirements. Ability to accurately type 65 wpm or more. Strong organizational skills and detail oriented, with the ability to organize, prioritize and complete simultaneous. assignments with minimal supervision. Ability to compose and deliver routine correspondence and communications. Ability to maintain client relations with good oral and written expression. Ability to establish effective working relationships throughout administrative operational groups. Must be a team player, a self-starter, and have the ability to perform well under pressure of tight deadlines. Excellent customer service acumen. Ability to interface effectively with all levels of attorneys, clients, vendors, and other professional staff. Establish effective working relationships throughout practice and administrative operational groups. Skills to delegate and coordinate various resources to help others meet their objectives. Maintain confidentiality of client information. Must have ability to work in a fast-paced environment. Knowledge of Real Estate Litigation preferred.
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