Legal Staff Legal Secretary in New York City, NY

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Law Firm

New York City, NY

Legal Staff Legal Secretary in New York City, NY

Legal Staff

No

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Floating Legal Secretary (Personal Assistant) Responsibilities: Deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work. Coordinate and produce accurate compliant documents and correspondence (including draft engagement and billing letters). Meet required deadlines and negotiate alternate timeframes when necessary. Utilize other services as appropriate. Establish effective work practices with partners and fee- earners to manage the matter life cycle from file opening to closure/archival. This includes adhering to the firm's conflicts process, managing information barriers, contributing to the effective management of electronic and hard copy content and active legal project management. Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high quality service and their expectations are managed. Take all steps necessary to ensure that team members are aware of partners, fee-earners and your own movements. Manage internal and external appointments with appropriate meeting lead and travel times, assisting with meeting preparation and the coordination of post meeting actions (this includes coordinating/printing documentation and organizing meeting room logistics as required). Coordinate detailed travel arrangements for assignments, including appropriate visa documentation and domestic and international itineraries. Arrange lunches and dinners and other events as required, including reviewing venues and menu planning and ensuring costs are maintained against budget. Manage own email and partner and fee-earners email as required. This includes timely filing of emails (including hard copy filing where necessary), filtering incoming correspondence, proactively dealing with queries and meeting invites. Deal with hard copy mail/post in the same manner. Ensure filing is up to date and undertaken regularly. This includes printing documents as required and filing them in the relevant files promptly. Assist with expense claims and invoice approval forms in a timely manner. Assist with narrative edits of bills and with managing alternative pricing arrangements and cross-border invoicing. Proactively collect client information and update relevant databases, including client specific requirements, in a timely manner (eg, InterAction) to ensure all data is accurate at all times. Prepare files for archiving and manage return and retrieval of files following firm guidelines. Treat your key relationships as internal clients and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for the team. Serve as primary backup coverage for the reception desk and Office Services as needed. Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal. Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial and practice group meetings, firm initiatives, welcoming and settling in new starters, projects, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities. Provide language assistance and use your local knowledge to assist visiting and overseas partners and fee-earners to settle in to their new country/city. Be available and prepared to contribute towards working out of office hours to a reasonable extent.

Qualifications: Associate's degree required; preference for a Bachelor's degree. Typing speed of 55+ wpm with 98% accuracy. Intermediate to advanced skill level with the Microsoft suite (Outlook, Word, Excel and PowerPoint). Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm. Proven high level organizational and time management skills with the ability to think ahead, prioritize workload, respond to and manage changing circumstances and work under pressure to meet deadlines. Strong attention to detail. Good judgement and problem-solving ability. Demonstrated high level experience as a Secretary/PA working in a professional services environment (legal experience is desired).

Feb 14, 2022
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