Job Details
Our client is a leading law firm headquartered in New Jersey. They are actively seeking a Legal Secretary to join their team for a contract-to-hire role. The candidate in this role will provide a wide range of administrative and document production support for associates, para-professionals, other timekeepers and non-attorneys. This position offers a hybrid schedule.
Essential Job Requirements:
- Shared Support of 60+ associates.
- Create, revise and format complex legal documents, spreadsheets and presentations, adhering to Firm policy and guidelines.
- Troubleshoot documents. Answer questions and provide technical help when required.
- Proofread work for accuracy prior to routing or returning to attorneys/employees.
- Provide secretarial support to attorneys as requested, including answering phones, time entry, scanning and converting documents to PDF, copying, faxing and other clerical duties as required.
- Transcribe tapes into letters, reports, marketing presentations and supporting handouts.
- Submit specialized conflicts.
- Schedule appointments, conferences, depositions, etc.
- Prepare travel arrangements; preparing expense reimbursement forms
- Attend all mandatory training classes and remain current on available technology, utilizing it to the fullest.
- Maintain calendars of all assigned attorneys and schedule meetings for attorneys within parameters of attorneys' requirements.
- Remind attorneys of deadlines for filings, Federal Express packages, etc.
- Maintain contact lists for client matters.
- Organize and maintain electronic and paper client files and keep filing up-to-date; retrieve existing files through RIO and close out and send files off-site.
- Assist with monthly billing including meeting Finance Department deadlines, photocopying and final preparation for mailing.
- Provide coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits.
Preferred Qualifications:
- 4+ years of administrative experience in a legal setting
- Ability to function effectively in stressful situations; exhibit professional maturity.
- Excellent organizational skills and ability to multi-task.
- Ability to problem solve and arrange workload in order of importance to meet deadlines.
- Ability to work effectively within a team and independently, as workflow dictates.
- Advanced Microsoft Word 2010 skills including Styles, Softwise Macro and Number Suite, TOA and TOC.
- Advanced Excel and PowerPoint.
- Proficiency with PDF, FileSite/Interwoven Document Management Systems, Microsoft Outlook and CMS Time Entry.
- Ability to learn and effectively apply new software as required.
- Ability to maintain reliable attendance record and punctuality.
- Typing skills of 55+ wpm; excellent spelling, grammar and proofreading skills.
- Ability to meet Firm client service standards by maintaining a positive and professional attitude as well as communicate effectively with all levels of the organization as well as external clients, vendors and the general public.
- Exhibit a desire to team with support staff, peers, attorneys and administrators by demonstrating willingness to undertake additional responsibilities, teach and assist others when requested.