Overall Purpose: Provides secretarial support to attorneys, paralegals and administrative management of the Firm. Maintains positive communications with clients, attorneys and
staff. Observes confidentiality of client matters. Follows policies and procedures of the Firm.
Essential Job Duties:
- Prepares and revises legal documents, correspondence, memoranda and e-mails from written form as well as from transcription
- Operates personal computer, transcription equipment to produce legal documents, correspondence, memoranda and e-mails, and other office machines such as photocopier, fax machine and postage meter
- Assembles documents and exhibits for court filings and recordings, hearings, arbitrations, mediations, depositions or other engagements
- Proofreads prepared materials to ensure documents are free from typographical and grammatical errors and are formatted according to Firm standards
- Reads, sorts and prints incoming mail and e-mails and distributes as appropriate
- Schedules appointments and meetings for attorneys
- Manages and maintains calendar for deadlines; ensures important dates are recorded on the master calendar
- Maintains client files
- Assists in handling of reception desk duties/meet and greet clients
- Operates multi-line telephone system
- Mail distribution
Other Duties:
- Arranges for travel for attorneys including hotel, airline and transportation
- Assembles documents and exhibits for court filings and recordings, hearings, arbitrations, mediations, depositions or other engagements
- Assists in the preparation of marketing materials such as pitch folders, attorney biographies and PowerPoint presentations
- Responsible for answering incoming telephone calls and directing them to the appropriate staff member(s)
- Performs all other duties as assigned
Qualifications/Requirements:
- High School Diploma
- At least 3 years prior litigation legal secretary experience
- Ability to type, read and write in order to proofread and perform initial input and revisions to legal documents, correspondence, memoranda and e-mail.
- Must have knowledge of MS Office Suite which includes Word, Excel, PowerPoint
- Knowledge of document management systems such as IManage
- Ability to type 70 wpm
- Ability to organize and prioritize workflow for multiple attorneys
- Interpersonal skills to communicate verbally, in writing and by telephone in a professional manner with clients, attorneys, vendors and staff