Legal Staff Legal Secretary in New York City, NY

Law Firm

New York City, NY

Legal Staff Legal Secretary in New York City, NY

Legal Staff

Min 5 yrs required

No

Job Title: Assigned Secretary

Job Responsibilities:

The Assigned Secretary provides secretarial support to attorneys and other professional personnel within a law firm. Key responsibilities include:

- Providing secretarial support to attorneys in a specific practice or department, which involves screening and routing telephone calls, reviewing and transcribing voicemails, and responding to routine inquiries.
- Managing attorney emails in Outlook, including reviewing, drafting, sending, and printing emails.
- Managing attorney Outlook calendars and creating and maintaining client contacts in Outlook and InterAction.
- Preparing and distributing correspondence and other documents with excellent proofreading and formatting skills, offering support and suggestions relative to grammar, spelling, and punctuation.
- Managing projects and coordinating distribution using firm resources, interacting with other departments and facets of the office to coordinate larger-scale projects.
- Scheduling and coordinating meetings and/or conferences, managing facilities, catering, and other meeting details.
- Coordinating conflict checks and new matter memo processes.
- Arranging travel and preparing expense reports.
- Completing time entry on behalf of attorneys and organizing and maintaining legal correspondence and document files using Legal Key.
- Managing the review and distribution of draft and final client bills, including communication with attorneys and accounting representatives for completion of bills.
- Completing various other administrative tasks such as photocopying, printing, scanning documents to PDF, creating labels, etc.
- Performing word processing functions in Word, PowerPoint, Excel, and learning new programs and processes efficiently.
- Working with a supervisor to coordinate overflow work, arrange desk coverage, and escalate items/issues needing immediate attention.
- Participating in projects and/or pilot programs as requested.

Education and Experience Information:

- A high school diploma or equivalent is required; a bachelor's degree is preferred. An equivalent combination of education and experience may be considered if directly related to the job functions.
- A minimum of 5 years of experience is required.
- Ideal candidates will have experience as an executive assistant in a legal or financial environment, with strong technical and administrative skills to manage duties and responsibilities efficiently.

Technical Skills:

- Proficiency in Microsoft Office products.
- Strong typing skills with a minimum of 70 words per minute.
- Knowledge of Microsoft Visio.

Performance Traits:

- Strong written and verbal communication skills, able to communicate effectively with all levels of the firm and outside vendors.
- Ability to work in a diverse team environment and support the demanding needs of the firm.
- Ability to work under pressure and meet deadlines with shifting priorities.
- Must be a self-starter with high initiative and strong customer service skills.
- Strong attention to detail, organizational skills, and the ability to handle multiple projects.
- Maintains confidentiality and exercises discretion.
- Solid strategic thinking and problem-solving skills.

Physical Requirements:

- May require occasional lifting of up to 25 lbs.

Salary Information:

The typical pay scale for this position ranges from $83,200 to $110,100, although the actual wage or salary could vary based on the candidate’s education, experience, skills, and internal pay alignment.

Additional Information:

The job description is a general overview of essential duties and does not encompass all duties. The law firm may modify and amend the job description at its discretion, and nothing herein creates a contract of employment or modifies the at-will nature of employment.

The law firm offers competitive compensation and comprehensive benefits, including medical, dental, vision, life, and AD&D insurance, a 401(k) savings plan, backup childcare and eldercare, generous paid time off, and opportunities for professional development and growth.

The law firm is committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.