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Litigation Secretary
1 month ago
ABOUT THE ROLE
Guided by department objectives and priorities, performs a variety of secretarial tasks to support assigned attorneys and other timekeepers. Provides a high level of client service and support while producing a high volume of consistently excellent work products. Maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position.
Secretarial Support
- Assist in all stages of a matter, from case inception through trial or resolution.
- Coordinate the management of case documents, including organizing, reviewing, and producing documents.
- Prepare court filings, including proofreading, confirming Bluebook citations, and assembling exhibits and appendices.
- Support deposition preparation, including creating witness files, exhibits, notices, and subpoenas.
- Assist with trial preparation and logistics, including managing witness files and exhibits.
- Maintain professional client relationship management with external clients, ensuring prompt and efficient communication.
- Create, edit, and proofread complex, practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
- Collaborate with Paralegals on preparing or coordinating Responses to Auditor Requests and assisting with Opinion Letters.
- Create and maintain client and matter lists, as well as communication lists for seamless tracking.
- Organize and maintain physical and electronic documents, ensuring timely filing and retrieval. Utilize firm software to manage emails and files accurately.
- Schedule appointments and manage calendar dates in Outlook, maintaining up-to-date contacts.
- Assist with timenote entry, including inputting, editing, proofreading, and closing them daily.
- Demonstrate proficiency with online resources to perform basic legal research and retrieve case information.
- Use Elite software to open new matters, prepare engagement letters, and process conflict reports.
- Collaborate with Client Account Managers and timekeepers to manage billing processes, including editing prebills, generating reports, sending final invoices, and assisting with collection efforts when needed.
- Coordinate client, matter, and timekeeper inquiries and file transfer requests, and assist with client disengagements.
- Facilitate the secure transfer of case and client data in line with the firm’s data security policies.
- Provide backup support to other attorneys and timekeepers, volunteering for overflow work when available. Actively seek to increase productivity and foster teamwork.
- Participate in departmental projects aimed at streamlining workflow or resolving issues.
- Serve as a proactive mentor for junior staff and new employees, assisting with training on firm processes and procedures.
Administrative Support
- Manage incoming calls, relay messages, and arrange conference calls, video conferences, and meetings.
- Handle document-related tasks, including copying, scanning, faxing, and printing attachments.
- Prepare materials for mailing and overnight delivery, ensuring proper assembly, printing, and delivery.
- Receive deliveries such as faxes, files, and boxes, and route them accordingly.
- Make conference room reservations, coordinate meals and multimedia needs, and arrange additional services as requested.
- Coordinate travel arrangements through the firm’s travel department as needed.
- Prepare expense reimbursements, arrange for invoice payments, and prepare check requests.
- Work with the Records Department to organize and prepare materials for storage.
- Participate in organizing and planning firm events, as well as assisting with marketing materials when requested.
Education and Experience
- High School Diploma required; Associate Degree preferred.
- Minimum of 3 years recent Legal Secretarial experience.
- Experience working in a large law firm preferred.
