Top Legal Executive jobs in New Haven, CT

Our global Am Law ranked firm client is seeking a legal secretary. The legal secretary position at our client's office is responsible for providing a broad range of secretarial and administrative support to attorneys, fee-earners, administrative personnel and clients.  This role is resident in their New Haven office and is assigned to the Private Client and Tax division. 

Essential Duties and Responsibilities 

• Responsible for answering all incoming phone calls in a professional manner, answering questions where possible, intelligently directing calls, taking detailed messages where appropriate.
• Drafts letters and responses to IRS requests; collects and analyzes information; prepares charts, graphs, and other visuals.
• Supports fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, tax returns, reports and legal documents.
• Maintains attorneys' calendars by scheduling Zoom/Microsoft Teams meetings, conference, and travel.
• Compiles voluminous submissions to governmental agencies (often the IRS) with attention to detail.
• Coordinates team meetings and calendars team deadlines for IRS/State responses.
• Maintains hard copy and electronic filing system (FileSite/iManage)
• Schedules meetings with internal and external participants and arranges conferences, and travel arrangements.
• Communicates and obtains information from/for internal and external clients.
• Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
• Operates office equipment including photocopy machine, scanner, and fax machine.
• Maintains confidentiality of client and firm matters.
• Inputs attorney time into timekeeping software (3E) as needed.
• Prepares Chrome River reimbursements reports for assigned fee-earners as needed.
• Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
• Performs other job related duties as assigned.

Key Skills and Experience 

• Has built a career assisting others and knows the level of attention this role demands.
• Comfortable speaking on the phone frequently, calmly and with confidence coupled with active listening skills.
• Comfortable using various ways to stay on top of to-do list.
• Enjoys fixing problems, as tax controversy is fundamentally helping clients with a problem.
• Is highly resourceful, composed and empathetic.
• Is energized by a sizeable fast-paced tax controversy practice. 
• Proven capability in providing a high degree of client service in all interactions.
• Expertly leverages relationships to coordinate complicated calendars, prepare documents for meetings, track deadlines and contribute to ad hoc projects.
• Has 2 years of administrative experience supporting multiple attorneys or senior leaders simultaneously, law firm experience preferred but not required

What Success Looks Like  

• Accomplishing team client service goals.
• Demonstrating by example what it looks like to succeed as a Team Member.
• Leading the team operationally to ensure success.
• Managing the partner's calendar to enable them to complete client work and think strategically and creatively for clients.
• Tackling new technology, challenge and projects with confidence.
• Inspiring the confidence of clients and referral sources (internal and external) who trust that they are in good hands and are routed in the right direction.