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Legal Secretary / Client Support Assistant The candidate will be responsible to coordinates and tracks numerous legal matters of all types, including corporate transactions, commercial and employment matters, litigation, compliance, service of process handling and audit responses. Communicates directly and on behalf of attorneys with third parties, including client representatives, other companies, and other institutions. Works as a key team member with paralegals, professional assistants and attorneys as well as client personnel at all levels. Creates, executes and monitors systems to manage client workflow, tasks and documentation. Creates, edits, formats and proofreads a variety of documents, appropriately maintaining such documents within the firms file management system. Organizes and coordinates conference calls and client meetings. Responds to client and third party inquiries. Prepares new client matter requests and coordinates approval; conflict search processes; and new matter letters. Reviews and edits bills and related reports according to client billing arrangements and facilitates prompt responses to client billing inquiries. Edits and coordinates client proposals with clients and the Marketing Department. Maintains and manages contacts, keeping contact information current and coordinating maintenance of contacts within firm systems. Maintains electronic and paper files in accordance with Firm and client service team guidelines. Maintains and monitors attorney calendars. Coordinates and/or books travel arrangements. Prepares, tracks and maintains attorney expenses in Chrome River.
The candidate shall have Bachelor's or Associates degree preferred; High School diploma or GED required with 5+ years of litigation, financial, and corporate secretarial experience, in a professional services environment required. Speaks and writes English clearly and succinctly. Notary preferred. Excellent oral and written communication skills. Strong interpersonal skills. Ability to exercise initiative to identify attorney and client needs and commitment to assist with whatever is needed. Strong proficiency in Microsoft Office Suite required; prior use of Chrome River; InterAction; Carpe Diem. Ability to understand complex relationships and organizational structures. Analytical skills and problem-solving capability.
