Assistant (Legal Secretary)

Description/Job Summary
The Assistant (Legal Secretary) is responsible for providing executive level administrative support to attorneys of the Firm by effectively managing day-to-day activities, the flow of information and maximizing their attorneys' time and productivity.
Responsibilities/Duties
Foster open and frequent communication with assigned attorneys and keep them informed of upcoming commitments and responsibilities; including assisting in meeting targets and deadlines
Serve as first point of contact as it relates to calendar management (e.g. managing attorneys' internal/external meetings, events and travel arrangements). Act as the gatekeeper for prioritizing conflicting needs
Draft, edit and proofread emails
Develop a strong understanding of each attorneys' work, Firm practice groups and cultivate a professional network of peers across the Firm
Create client matter intake forms and assist with billing preparation alongside our finance team
Assist attorneys with administrative tasks including preparing their diaries, processing Chrome River expenses, and keeping contact lists up to date
Monitor tracking and recording of travel and expense reimbursement requests
Assist with document production (e.g. redlining, formatting, creating presentation materials), organize and maintain key documents in the appropriate workspaces in the document management system (i.e., iManage Work)
Liaise with other departments and interact with clients on attorneys' behalf
Perform notary duties
Perform other duties as assigned
Required Skills
5+ years of executive assistant experience, preferably in a law firm or in professional services
Excellent interpersonal skills and a professional demeanor; ability to work effectively with all levels of Firm personnel and stakeholders
Strong written and verbal communication skills
Strong attention to detail with the ability to proofread written materials and presentations
Ability to multi-task efficiently and effectively
Demonstrated ability to work independently and collaboratively as part of a team
Strong knowledge of Microsoft Office Suite and tech-savvy with the ability to learn new technologies
Demonstrated ability to develop intimate knowledge of assigned attorneys' work habits and preferences by anticipating their needs and shepherding work forward with limited direction
Familiarity with collaboration tools such as Microsoft Teams, Zoom, etc.
Possess sound judgment and discretion when handling confidential and sensitive information
Flexibility and adaptability to handle changing priorities and deadlines
Certified Notary Public (License must be obtained within 6 months of hire)
Required Education
Bachelor's degree or equivalent experience
Preferred Education
Bachelor's degree in legal studies, business or related field preferred
Details
Salary Information
NY only: The estimated base salary range for this position is $80k to $100k at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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