Job Posting for Legal Secretary - Business / Corporate at Chelsea Search Group
Legal Secretary - Business
Seeking a Legal Secretary to join the Business department team in a law firm..
Position summary: The Business secretary will provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:
Position Responsibilities
Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes or oral instruction, redlining and proofreading end product
Handle all incoming telephone calls and placement of outgoing calls in a professional manner
Maintain good client relationships for all assigned timekeepers
Open and sort mail for assigned timekeepers
Enter Time Entry on a daily basis for assigned timekeepers in IntApp and maintain appropriate records
Create and maintain files, including chronological files and indexes not stored in Information Governance department
Keep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as needed
Complete all document processing and correspondence assignments accurately and within timekeepers’ stated time-frames
Assist other secretaries and timekeepers, as needed
Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters
Prepare and submit expense reports, check requests, travel reimbursements, health club reimbursement in accordance with accounting guidelines
Prepare and arrange messenger service, copy center and facsimile requests, as needed
Copy documents that are not appropriate to send to the Copy Center
Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining and resolving conflicts within the CRM tool
Make all necessary travel arrangements, adhering to the firm’s Travel Policy
Review and handle prebills
Maintain current secretarial backup instructions, and client/matters lists
Maintain attorney/paralegal calendar, including scheduling and coordinating meetings
Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses
Reconcile telephone charge reports for office and cellular phones
Other duties as assigned or required
Required
Skills and experience:
After orientation, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines and maintain flexibility with work assignments (including changes in attorney/paralegal assignments) and work schedule
Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary
Must demonstrate initiative, diplomacy and tact
Possess excellent written, communication and proofreading skills with attention to detail
Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel and others
Reliable, committed and punctual
To Apply: Please email your resume to: cfleck@chelsearecruiters.com
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