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Location : New York - Long Island
Refer to Job # RSPP744804
Legal Secretary Duties: To provide Partners and Associates with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective calendar management; all matters with regard to finance; travel arrangements; communication control (telephone, email and mail); and preparation of complex and often confidential documents and presentations. Act as concierge for partner - Daily maintenance of calendars and organization of the day-to-day schedule of attorneys, to include the identification and resolution of potential issues. Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made. Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations. Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up. Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with Ultramar Travel, the firm's designated travel management company. Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable. Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution. Provide Deal/Matter support. Process bills Manage expenses. Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt attorneys where necessary. Chase missing timesheets. Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing. Coordinate/organize client events.
Requirements: Bachelor's degree preferred. 10+ years of experience in a legal administrative assistant/Executive Assistant position. Good working knowledge of MS Word, Excel, PowerPoint and Outlook. Ability to handle high pressure situations with grace. Ability to handle multiple last minute changes. Ability to multi-task. Strong organizational skills required, must be detail oriented. Positive "can do" attitude. Strong team player. Self-motivated and driven. Good communicator and ability to communicate with Management and partners at all levels.
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