Legal Secretary

3 weeks ago


Pittsburgh, United States Fawkes IDM Full time
Responsibilities:

  • Manage the day-to-day schedules of the attorneys. This includes regular meetings to discuss priorities and deadlines. The ability to be proactive and think ahead are key
  • Assist attorneys with preparation of template contracts and other legal documentation of a routine nature. Create, edit, and proofread work product to ensure accuracy
  • Maintain calendars including appointments, meetings, travel and trip plans, CLE reporting, and professional memberships for attorneys
  • Provide reception coverage, welcome guests, answer attorney telephones and accurately take and relay messages
  • Conference Room/Catering set ups/Parking requirements
  • Handle local vendor arrangements, and invoice payments
  • Prepare and maintain spreadsheets and databases for legal files and initiatives
  • Processing reimbursements, expense reports and check requests
  • Coordinate landlord updates and space maintenance via Building Engines
  • Effectively manage projects by meeting deadlines and conducting follow-up as needed
  • Input, review, edit, and convert timekeepers' time entries through Intapp Time, the firm's web-based time entry program using firm standards
  • Handles monthly client billing. Reviews billing proformas for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits
  • Process various forms such as expense reports, and check requests utilizing ChromeRiver, new business forms utilizing Intapp, and audit letters using Forte
  • Opens new matters and generates client conflict checks. Sets up and maintains timekeeper's work files, including daily and regular filing. Indexes and prepares files for off-site storage
  • Prepares annual and/or supplemental audit letter responses
  • Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records and files, both within and outside of the Firm
  • File and maintain electronic documents in iManage
  • Prepare documents for offsite storage utilizing LegalKey software
  • Prepare and coordinate travel arrangements with travel agent

Requirements

  • Prior administrative law firm experience required
  • Strong knowledge of MS Office Products (Word, Excel, PowerPoint, and Outlook)
  • Knowledge of Billing; 3E or Elite Enterprise experience a plus


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