Legal Secretary

Overview

• Provide comprehensive administrative support to the litigation team, ensuring smooth operations and timely task completion.
• Coordinate schedules, manage calendars, and organize meetings with clients and stakeholders effectively.
• Handle incoming calls and correspondence, ensuring prompt responses and accurate information dissemination.
• Assist in document preparation, including drafting engagement letters and managing trust transaction requests.
• Support associates with binder preparation, mailroom coordination, and document scanning tasks.
• Ensure compliance with deadlines and proactively address last-minute requests and changes.
• Facilitate travel arrangements, expense reporting, and reimbursement requests for team members.
• Maintain organized records and assist with billing and records management processes.

Key Responsibilities & Duties

• Answer phones and manage incoming calls, ensuring professional communication and accurate message relay.
• Coordinate and maintain calendars, scheduling meetings and events with precision and attention to detail.
• Assist with document preparation, including drafting and editing legal correspondence and engagement letters.
• Support associates in binder preparation, mailroom coordination, and document organization tasks.
• Handle travel arrangements, including booking flights, hotels, and transportation for team members.
• Manage expense reporting and reimbursement requests, ensuring accuracy and timely submission.
• Assist with billing processes, including sending out bills and coordinating with accounting teams.
• Ensure compliance with deadlines and proactively address last-minute requests and changes.
• Maintain organized records and facilitate scanning and distribution of mail to appropriate parties.

Job Requirements

• Bachelor of Arts (BA) degree required, with a focus on legal or administrative studies preferred.
• Minimum of 3 years of experience as a legal secretary, with 5 years preferred.
• Proficiency in litigation support tasks, including document preparation and deadline management.
• Strong organizational skills and ability to manage multiple tasks simultaneously in a fast-paced environment.
• Excellent communication skills, both written and verbal, for effective interaction with clients and team members.
• Proficiency in office software and tools, including calendaring systems and document management platforms.
• Ability to work on-site during standard office hours, ensuring availability for team support.
• Attention to detail and proactive problem-solving skills to address last-minute requests and changes.
• Experience in travel arrangements and expense reporting processes is highly desirable.