Legal Secretary

4 weeks ago

Pittsburgh, United States Fawkes IDM Full time
Job DescriptionJob Description

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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