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Title : International Practice Legal Secretary

Location : New York - Long Island
Refer to Job # DJLP859438

International Practice Legal Secretary Duties: Serve as a gatekeeper and communicate regularly with clients and other external parties over the phone, in person, and through correspondence. Enthusiastically greet all contacts: vendors and personnel consistently, offering a warm, smiling, and hospitable demeanor that is positive, authentic, friendly, and helpful. Manage each practice member's calendar by scheduling meetings and conference rooms, book appointments, manage to-do s, and maintaining frequent changing schedules. 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 corporate transactional matters, and meeting notes. Use word processing and our document management software (Microsoft Office 2010, including Word Excel, PowerPoint Outlook, iManage, Redlining, Compare, 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. Organize travel and itineraries, including both domestic and international travel. Manage the travel process from end to end to include all ground transport and hotel bookings, meeting room requirements, and catering. Establish and maintain paper and electronic files in compliance with current firm policies utilizing the firm's record 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 professional, cooperative, and supportive relationships with one's peers, superiors, and clients. Anticipates and identifies clients /colleagues current and future needs. Process monthly bills 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 review of client billing for accuracy; edits to content/grammar; resolution of billing problems; and efficient changes to the process. Present final billing statements for each partner to review and ensure that disbursement invoices are authorized and ready to be submitted electronically and added to the file to close out the monthly client billing cycle. Process expense reports and credit card reconciliations promptly. Qualifications: Bachelor's Degree. Must have 3-5 years of recent experience as a legal secretary, executive secretarial, or administrative assistant. Fluency in Italian (verbally and written) is a plus. Possess expertise and advanced knowledge of Microsoft Word, Excel, PowerPoint Outlook, and Adobe Acrobat, a strong familiarity with legal terminology and documents, and effective proofreading and editing skills. Excellent organizational, time management, attention to detail, and multi-tasking skills in a busy, deadline-driven environment. Must possess a typing speed of at least 60-65 wpm with a high rate of accuracy. Ability to handle high-pressure situations with grace. Possesses the ability to see the importance of every task holistically and understand how each assignment benefits the growth and success of the practice.

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