Legal Secretary - Transactional

Allen Matkins•New York, NY

17h•$70,000 - $110,000

About The Position

Under general supervision, the Legal Secretary performs secretarial tasks related to the specific work and function of assigned attorneys and other timekeepers. The Legal Secretary maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients. The Legal Secretary ensures client relations and satisfaction are attained in all areas of position.

Requirements

High school diploma or equivalent; college degree strongly preferred
Minimum 3-5 years of law firm experience strongly preferred
Ability to work through complex document markups and instructions in an accurate and timely manner
Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
Ability to troubleshoot documents quickly
Excellent interpersonal, verbal, written and grammar communication skills
Strong commitment to producing quality results and fostering a culture of customer satisfaction
Minimum typing speed of 70 wpm with high level of accuracy
Strong proofreading and word processing skills
Strong technology skills and proven ability to learn new technology and software quickly
Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
Must be proactive team player, flexible, organized and attentive to detail in all levels of work
Positive, no-task-too-small attitude and willingness to adapt to changing business demands
Ability to work core business hours with flexibility for overtime, as required
Ability to interact effectively with clients, attorneys, business professionals, and management

Nice To Haves

college degree strongly preferred
Minimum 3-5 years of law firm experience strongly preferred

Responsibilities

Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
Draft, edit, proofread and finalize practice-specific legal documents and redline comparisons
Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
Provide professional client relationship management and high level client service
Prepare closing binders and indexes upon closing of transactions
Prepare, file, and/or order corporate documentation
Prepare and ensure client intake information follows conflict procedures
Maintain attorney files
Maintain updated calendar and current client contact lists
Multi-task, manage and process desk work flow
Ensure work is complete, accurate and timely
Prepare expense reports, timesheets and make travel arrangements
Calendar administrative dates as requested
Direct attorney billing and collection efforts and handle invoice correspondence as instructed
Provide knowledge and procedural mentorship for new attorneys
Utilize required software, including firmwide workflow program, BigHand
Attend training sessions offered by the Firm as required or requested
Professionally cross-collaborate on a daily basis with other legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
Retain a notary commission and perform notarial acts for Firm business, as requested
Act as a mentor for junior business professionals and new employees, as requested
Provide peer support
Other duties as assigned