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Title : Legal Secretary - Construction Practice

Location : New York - Long Island
Refer to Job # VNVF817924

Legal Secretary - Construction Practice The candidate will work in multi-family residential projects, hospitals, industrial facilities, office buildings, sporting arenas, shopping centers, infrastructure, schools, and cultural institutions. We represent clients in all types of construction disputes, from surety claims and mechanic's liens to structural failures and collapse, as well as everything in between. Possess strong administrative, technical, and organizational skills while exercising sound judgment in various situations. This position is an excellent opportunity for someone looking to join a full-service firm and looking to blossom in their career as we are expanding to meet our client's needs. The incumbent will have the opportunity to assist in managing both internal, external, and client relationships for the practice. Manage each practice member's calendar by scheduling meetings and conference rooms, book appointments, manage to-do s, and maintaining frequent changing schedules. Run conflicts, Create Engagement, and Retainer Letters. Open and manage new client matters accurately and efficiently. Prepare and ensure availability of necessary agendas, presentations, closing binders for transactional matters, and meeting notes. Use word processing and our document management software (Microsoft Office 365, including Word Excel, PowerPoint Outlook, Word docs, Redlining, Compare, Nuance, Adobe, etc.) to draft, transcribe, prepare, proofread, and revise, format, and finalize a wide variety of documents, including briefs, correspondence, memoranda, agreements, and other legal materials and presentations. Prepare materials for hearings, trials, and depositions. E-filing experience in New York State Court in multiple jurisdictions. Monitor Deadlines and Schedules for the practice. Establish and maintain paper and electronic files according to current firm policies utilizing the firm's record's protocol procedures and document management system. Perform other related duties required based upon the unique practice of the attorney, such as but not limited to assisting in business development initiatives and events and committee projects and responsibilities. Assist other secretaries whenever necessary to meet the firm and client needs. Build both professional, cooperative, and supportive relationships with one's peers, superiors, and clients. Anticipates and identifies clients /colleagues current and future needs. Enthusiastically greet all contacts: vendors and personnel consistently, offering a warm, smiling, and hospitable demeanor that is also in a manner that is also positive, authentic, friendly, and helpful. Process and manage expenses, routinely updating Rippe; complete and close timekeeping where appropriate and prompt attorneys where necessary. Work with Accounting in all aspects of the billing cycle, including but not limited to reviewing client billing for accuracy, edits to content/grammar, resolution of billing problems, and efficient changes to the process. Process expense reports and credit card reconciliations promptly. Maintain a positive, professional, courteous, and flexible demeanor when dealing with clients and colleagues and adhering to firm policies. Possess expertise and advance knowledge in Microsoft Word, Excel, PowerPoint Outlook, Adobe Acrobat, a strong familiarity with legal terminology and documents, and effective proofreading and editing skills. Must possess a typing speed of at least 60-65 wpm with a high accuracy rate. Ability to handle high-pressure situations with grace. Able to work as a team player for the practice area and have the capability to work independently and drive projects to completion. Possesses the ability to see the importance of every task holistically and understand how each assignment benefits the growth and success of the practice. Perform complex secretarial activities which may be highly confidential and sensitive and require discretion and diplomacy. Excellent organizational, time management, attention to detail, and multi-tasking skills in a busy, deadline-driven environment. Have a proactive, forward-thinking, innovative, and results-oriented approach with a strong work ethic and well-developed interpersonal skills. Has the ability to learn new technologies quickly. Demonstrates proactive approaches to problem-solving with strong decision-making capability. Bachelor's Degree. At least 3-5 years of recent experience as a legal secretary, executive secretarial, or administrative assistant.

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