Legal Secretary/Executive Assistant (Law Firm Experience Only)

We are conducting a search for an experienced Executive Assistant with a minimum of 5-7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e-Filing.

This is a full-time position with hours from 9:30 am to 5:30 pm, Monday to Friday.

The successful candidate will provide a variety of high-level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back-up support to team attorneys.

What You'll Do:

Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents.

Machine transcription, formatting and editing documents; prepare documents for court filings.

Proofreading

Coordinate attorney and client meetings

Calendar management

Regular contact with clients

Strong telephone skills, take detailed messages

Triage all incoming queries and issues

Arrange travel (ground and air)

Maintain high volume of client files (paper and electronic)

Draft general correspondence

Expense reimbursement

Retention/Retainer letters

Billing (pre-bills)

General Responsibilities:

Place guests’ names on the Security List

Reserve conference rooms and arrange for refreshments for meetings

Attorney time entries (Intapp)

Manage Contact list

Maintain State Bar and miscellaneous organization memberships

Follow up on all matters

Provide back-up support to team attorneys

Maintain confidentiality and exercise diplomacy at all times

What You'll Bring:

Minimum of 5-7 years of legal secretarial experience in a litigation firm

Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint

Strong organizational skills

Strong attention to detail

Proficient in e-Filing

Excellent grammar in oral and written form

Excellent judgment

Resourceful and great problem solving skills

Strong interpersonal skills

Strong follow up and follow through

Must be able to multi-task and quickly switch gears when necessary and maintain efficiency

Must be able to work independently and anticipate needs / be proactive

Maintains a professional appearance in person and on the telephone

Must be able to manage and prioritize competing assignments and meet deadlines

Must be flexible and able to work beyond regular work schedule on short notice