Junior Legal Secretary

6 days ago


Mastic Beach, New York, United States MyCareersFuture Full time

**Job Summary**

We are seeking a highly organized and detail-oriented Administrative Assistant to support our legal team at MyCareersFuture. As a key member of our team, you will be responsible for providing administrative support to our lawyers and partners, ensuring the smooth operation of our daily activities.

**Key Responsibilities**

  • Manage the diaries and schedules of our lawyers and partners, resolving any potential issues that may arise.
  • Handle incoming communications, prioritizing key messages and responding accordingly.
  • Coordinate meetings, logistics, and travel arrangements, ensuring all necessary preparations are made.
  • Manage expenses and assist with projects led by our lawyers and partners.
  • Provide administrative support, including printing, attending meetings, and capturing action points.
  • Prepare and edit documents, reports, and knowledge materials, including urgent document edits and minor amendments.
  • Support our lawyers and partners in managing client relationships, including building relationships, onboarding new clients, and facilitating tasks such as setting up meetings and scheduling calls.
  • Instigate and manage matter inception, including engagement and client care letters, and ensure comprehensive completion of the matter inception system data requirements.
  • Coordinate and organize client meetings, partner-sponsored events, and roadshows, including managing schedules, booking venues and catering.
  • Collate and print information packs for client meetings, and make amendments and formatting changes to pitch documents.
  • Handle billing requests and proformas between monthly calls, ensuring proper instructions and priority are communicated.
  • Perform basic invoice checks, coordinate supporting documentation, facilitate invoice reviews and approvals, and manage final invoice processing and client communication.

**Requirements**

  • High school diploma or equivalent required; post-secondary education in a related field an asset.
  • Minimum 2 years of experience in an administrative role, preferably in a law firm or legal environment.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Strong communication and interpersonal skills, with the ability to build relationships with clients and colleagues.
  • Proficient in Microsoft Office, with experience in document editing and formatting.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

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