Corporate Legal Secretary

Company Name:
Corporate Legal Secretary
Duties: Recognizes that service to clients is available during normal business hours to answer client and other telephone calls for legal staff members; in the absence of the legal staff members, facilitates alternative assistance to clients, where appropriate; and effects return of telephone calls when the legal staff members cannot do so on a timely basis. Client contact is generally by phone but may be in person. Serves as a member of assigned legal staff members' client service teams and stays informed of the location of the legal staff members, by such means as having access to their calendars. Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Enters and coordinates critical client and case dates with docketing system (either Firm system or personal docketing practices depending on practice area. Stays informed of the status of cases/projects and who is working on them. Using the Firms word processing and document management system, prepares and processes correspondence, memoranda and legal documents according to the requirements set by the attorney and the Firm. This is done usually from rough draft, machine or digital dictation. Proofreads documents, checks for appropriate formatting and makes non-substantive changes in grammar, punctuation and spelling as needed as well as ensuring that all attachments, exhibits and enclosures are intact. Frequently drafts basic letters and routine documents. Prepares revisions and redlines documents as directed. Coordinates complex document preparation. Creates and maintains electronic and paper client files and indexes for legal staff members in office, cubicle or centralized file room. Performs routine filing and retrieves files as needed. Performs general office duties such as collating and assembling documents, accepting and delivering interoffice correspondence, photocopying, scanning and faxing. Works with legal staff members to identify handling of incoming mail. May review mail and faxes regarding status of cases/projects and may open, sort and distribute mail to assigned legal staff members if directed to do so. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Coordinates activities with the mailroom and fax personnel as needed. Ensures that in the absence of legal staff, mail regarding status cases/projects is dealt with by another legal staff member. Serves as an intermediary between legal team, Firm personnel and the courts, relaying communication between each group when necessary. Assists in the preparation and timely submission of timesheets for legal staff members. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with accounting department. Assists in the preparation of billing memos and prepares bills for mailing. Receives and screens phone calls and takes messages as required. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference space and amenities. Maintains and updates contact names and addresses in the Firm's contact database. Communicates effectively with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines. Works proactively as a member of a legal secretarial team. Demonstrates effective teamwork and provides assistance to other legal secretaries as needed/requested. Works cooperatively with other departments and individuals in the Firm. Provides secretarial assistance for a typical workload of three to five legal staff members (attorneys and/or paralegals). Qualifications: Corporate law experience is preferred. 10+ years of previous legal secretary experience. Familiar with corporate transaction work. Excellent organization skills, attention to detail Exceptional MS Word (75 wpm), grammar, spelling and proofreading skills. Proficient in Excel. Must be able to multi-task. Excellent communication skills both oral and written. Ability to work well individually. A positive, can-do attitude is very important to office. Professional, maturity and flexibility is a must. Ability to handle three attorneys one member and two associates.

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