Legal Secretary
3 weeks ago
- 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
- 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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