Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, editing or preparing documents and correspondence; this may require spending long periods of time at computer workstation.
Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation and meal arrangements.
Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
Inputs lawyer time utilizing the firm’s time entry software on a daily basis.
Coordinates outsourced copy jobs; provides photocopying and/or scanning of correspondence, documents and other printed materials.
Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, etc.
Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
Answers telephones and delivers accurate and timely messages.
Interacts with clients, vendors, lawyers and staff to maintain good relations.
Maintains workstation and surrounding area which may require lifting, squatting, kneeling or bending.
Closes files per lawyer requests; this may require lifting file bank boxes containing client files.
Reconciles and submits travel, client development and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
Other projects as assigned by the Secretary Services Manager, Partner in Charge and Office Administrator.
High School Diploma required; some college and/or PLS Certification desirable.
Minimum of five (5) years work experience in a law firm environment, or related professional experience.
Knowledge of legal terminology and of court system and rules for filings and correspondence.
Knowledge of electronic client invoicing.
Ability to gather data, compile information and prepare reports.
Strong organizational and records management skills.
Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
Ability to maintain confidentiality of all information.
Advanced computer and software application skills.
Ability to organize and prioritize numerous tasks.
Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, Intapp Time and Elite software.
Knowledge of Chrome River and BB Conference Scheduler software.
Ability to learn and use databases.
Ability to work effectively with a wide range of individuals.
Ability to multi-task and work well under time constraints.
Ability to work well independently and in a team environment.
Ability to proofread materials for contextual, grammatical, typographical or spelling errors.
Must have strong organizational, decision-making skills and problem solving skills.
Must be reliable, a self-starter and have a professional demeanor.
Moderate physical activity and must be able to work at a computer for considerable periods of time.
Must be able to routinely lift and carry file folders weighing up to 20 pounds.
Position requires extensive telephone use.
Must be able to staple and collate repetitively.
Must be able to lift, squat, kneel and bend.
Working Condition and Environment
Work is normally performed in a typical interior/office work environment.
Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual. Work may require more than the regularly scheduled hours per week to perform the essential duties of the position.
Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm.
Must be able to perform essential duties of the position with time constraints and frequent interruptions.
Ability to work well in high pressure environments.
Fully vaccinated for COVID-19, subject to accommodation.
This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.
According to the US Bureau of Labor Statistics (BLS), employment in legal occupations is projected to grow 5 percent from 2019 to 2029, faster than the average for all occupations, and will result in about 67,600 new jobs. As law firms try to increase the efficiency of legal services and reduce their costs, there is expected to be strong demand to hire more paralegals and legal assistants. Additionally, the demand for lawyers is expected to continue as individuals, businesses, and governments require legal services in many areas.
According to BLS, the median annual wage for legal occupations was $84,910 in May 2020, which was higher than the median annual wage for all occupations of $41,950.