Legal Secretary
1 month ago
Overview
Our client is seeking to add a Legal Secretary / Client Coordinator to their dynamic team in Washington, D.C..
Key Responsibilities:
- Provide comprehensive administrative and secretarial support to a legal team of six or more attorneys, ensuring smooth operations and top-tier service for internal teams, clients, and stakeholders.
- During the summer months, assist with Summit meetings and client site visits, handling an increased volume of expense reimbursements and related tasks.
- Support attorneys with client-facing tasks, including phone support, document preparation, matter initiation, client intake, time entry, and billing.
- Effectively manage workload by proactively communicating with attorneys, seeking guidance when needed, and ensuring tasks are completed on time and meet quality standards.
- Prepare and process mailings, internal paperwork, and forms such as expense reimbursements and courier vouchers.
- Organize and coordinate meetings and events, arrange travel, book conference rooms, and order catering as required. Serve as the primary point of contact for guests on behalf of attorneys.
- Proofread, edit, and manage legal documents, including redlines and tables of contents.
- Provide flexible support, including relief for reception duties and backup administrative assistance to other teams as needed.
- Adhere to firm policies and procedures, assisting with the onboarding of new staff members.
Must-Have Qualifications:
- 3-5 years of relevant experience, with a strong understanding of client billing cycles, time entry, and relevant programs.
- Ability to multitask and thrive under pressure, managing a high volume of emails per day while working on multiple cases simultaneously.
- Proficiency in Microsoft Office Suite, including Excel (essential for billing). Experience with MS Suite Tracker and Planner is beneficial.
- Experience with attorney time entry and Adobe is essential.
Essential Skills:
- Excellent Communication: Strong verbal and written communication skills are a must, particularly when interacting with high-profile clients.
- Proactive Approach: Ability to identify gaps and actively seek missing information when supporting attorneys.
- Tech-Savvy and Organized: Comfortable with technology and highly organized, especially in managing heavy documentation, including both physical and electronic filing systems.
- Collaborative Team Player: Ability to work well within a fast-paced team environment, maintaining professionalism even under pressure.
- Adaptable and Friendly: Must be adaptable to changing priorities, with a friendly, professional demeanor. Willing to go the extra mile to meet the team’s needs.
- Effective Prioritization: Must excel at managing multiple tasks and competing priorities, remaining calm under pressure and staying organized while handling a high volume of tasks.
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