Job Description

We are conducting a search for an experienced Executive Assistant with a minimum of 5-7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e-Filing.

This is a full-time position with hours from 9:30 am to 5:30 pm, Monday to Friday.

The successful candidate will provide a variety of high-level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back-up support to team attorneys.

What You'll Do:

• Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents.

• Machine transcription, formatting and editing documents; prepare documents for court filings.

• Proofreading

• Coordinate attorney and client meetings

• Calendar management

• Regular contact with clients

• Strong telephone skills, take detailed messages

• Triage all incoming queries and issues

• Arrange travel (ground and air)

• Maintain high volume of client files (paper and electronic)

• Draft general correspondence

• Expense reimbursement

• Retention/Retainer letters

• Billing (pre-bills)

  General Responsibilities:

• Place guests’ names on the Security List

• Reserve conference rooms and arrange for refreshments for meetings

• Attorney time entries (Intapp)

• Manage Contact list

• Maintain State Bar and miscellaneous organization memberships

• Follow up on all matters

• Provide back-up support to team attorneys

• Maintain confidentiality and exercise diplomacy at all times

What You'll Bring:

• Minimum of 5-7 years of legal secretarial experience in a litigation firm

• Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint

• Strong organizational skills

• Strong attention to detail

• Proficient in e-Filing

• Excellent grammar in oral and written form

• Excellent judgment

• Resourceful and great problem solving skills

• Strong interpersonal skills

• Strong follow up and follow through

• Must be able to multi-task and quickly switch gears when necessary and maintain efficiency

• Must be able to work independently and anticipate needs / be proactive

• Maintains a professional appearance in person and on the telephone

• Must be able to manage and prioritize competing assignments and meet deadlines

• Must be flexible and able to work beyond regular work schedule on short notice

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