We are conducting a search for an experienced Executive Assistant with a minimum of 5-7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e-Filing.
This is a full-time position with hours from 9:30 am to 5:30 pm, Monday to Friday.
The successful candidate will provide a variety of high-level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back-up support to team attorneys.
What You'll Do:
Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents.
Machine transcription, formatting and editing documents; prepare documents for court filings.
Proofreading
Coordinate attorney and client meetings
Calendar management
Regular contact with clients
Strong telephone skills, take detailed messages
Triage all incoming queries and issues
Arrange travel (ground and air)
Maintain high volume of client files (paper and electronic)
Draft general correspondence
Expense reimbursement
Retention/Retainer letters
Billing (pre-bills)
General Responsibilities:
Place guests’ names on the Security List
Reserve conference rooms and arrange for refreshments for meetings
Attorney time entries (Intapp)
Manage Contact list
Maintain State Bar and miscellaneous organization memberships
Follow up on all matters
Provide back-up support to team attorneys
Maintain confidentiality and exercise diplomacy at all times
What You'll Bring:
Minimum of 5-7 years of legal secretarial experience in a litigation firm
Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint
Strong organizational skills
Strong attention to detail
Proficient in e-Filing
Excellent grammar in oral and written form
Excellent judgment
Resourceful and great problem solving skills
Strong interpersonal skills
Strong follow up and follow through
Must be able to multi-task and quickly switch gears when necessary and maintain efficiency
Must be able to work independently and anticipate needs / be proactive
Maintains a professional appearance in person and on the telephone
Must be able to manage and prioritize competing assignments and meet deadlines
Must be flexible and able to work beyond regular work schedule on short notice
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