Seeking Senior Legal Secretary - (NYC) New York City

The Senior Legal Secretary provides considerable knowledge of office and department procedures along with the ability to follow complex instructions, demonstrated resourcefulness and the ability to anticipate needs, take initiative and work independently.

Essential Functions of the Job:

• General legal secretarial duties, including but not limited to answering telephones for attorneys as well as others in the section in a professional manner; taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; calendaring for attorneys as well as on department calendar; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; entering attorneys' time; preparing travel arrangements for attorneys and clients; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits.
• Draft complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries) and anticipate attorneys' need for same.

• Proofread, photocopy, assemble and distribute prepared materials as necessary.

• From handwritten notes, transcribing equipment, drafts or oral instructions, perform word processing on a variety of correspondence, reports, memoranda and legal documents as requested.

• Review and edit prebills; distribute prebills for review as needed; finalize billing in accordance with firm deadlines.

• Take initiative, with attorneys' permission, to review e-mails, delegate to other parties or escalate to attorney for action.

• May assist with ensuring attorney e-mails and documents are properly filed in FileSite.

• Respond to attorney/clients' needs with a sense of urgency, ensuring resolution with appropriate follow-up.

• Relieve attorneys of administrative tasks.

• Organize tasks for maximum efficiency and manage conflicting priorities effectively.

• Maintain department calendar, anticipate conflicts and proactively manage schedule changes.

• Participate in firm training opportunities; participate in training of other employees and staff members in order to promote cross-training of all employees, assist colleagues in learning new skills/tasks in order to integrate them into the team.

• Maintain confidentiality of all client and firm information and procedures.

• Ensure client satisfaction is achieved throughout all position responsibilities; regularly review client service procedures and standards related to the position; identify and recommend improvements and enhancement to client service.

• Proactively communicate with co-workers and attorneys to ensure firm needs are met.

• Learn and maintain knowledge of attorneys' practice and client /matter history.

• Share firm and technical knowledge with others.

• Exhibit a desire to team with support staff, attorneys and administrators.

• Embrace change and adapt well in new environments.

Skills, Knowledge and Abilities:

• Provide high-level client service by possessing and utilizing strong telephone and interpersonal skills with legal staff, peers and administrators, as well as the firm's clients and external contacts.

• Generally, a minimum of five years (litigation) secretarial experience in a law firm.

• Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft Word 2010, Outlook 2010, Excel, PowerPoint, docketing software and contact management.
• Dictation desired but not required.

• Keep abreast of practice area processes as appropriate to the position.

• Thorough knowledge of office organization, workflow and procedures.

• Thorough knowledge and use of firm technology tools; share knowledge with colleagues.

• Demonstrate ability to multi-task and handle competing priorities.

• Demonstrate ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients.

• Take initiative to learn new skills that will contribute to enhanced performance of the role.

Hours: 9:30 AM - 5:30 PM

** Please apply online:
https://rew21.ultiproworkplace.com/LOW1002/JobBoard/ListJobs.aspx?__VT=ExtCan


Lowenstein Sandler is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler as a result of the referral.
Lowenstein Sandler is an equal opportunity employer. Qualified Minorities and/or Women encouraged to apply.

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