Senior Legal Secretary

Port Authority of NY & NJ•New York, NY

2d•Hybrid

About The Position

The Port Authority of New York & New Jersey (the “Port Authority”) Law Department seeks an experienced and highly organized Senior Legal Secretary to join its Manhattan-based 100+ person team. The successful applicant will be responsible for providing comprehensive legal support and a wide range of highly confidential administrative duties for attorneys within the Law Department. A senior legal secretary serves as a key resource within the Law Department and is expected to exercise sound judgement, discretion, and initiative when handling sensitive and confidential information. This role facilitates the efficient delivery of legal services by coordinating complex matters and preparing and maintaining legal documents and records, managing schedules and deadlines, and supporting attorneys throughout various legal and administrative processes.

Requirements

Applicants must currently have at least seven (7) years full-time paid litigation related secretarial work experience.
Ability to work collectively and ethically, considering multiple stakeholder viewpoints and various client interests.
Ability to engage colleagues, internal clients and external contacts in a collegial and business-friendly manner.
Applicants must meet all performance and attendance standards and have completed all probationary periods.

Nice To Haves

Detail-oriented with strong analytical and drafting skills, accompanied by outstanding communication skills.
Maintain confidentiality, handle all information with high level of discretion and professionalism.
Understanding of governmental agencies and willingness to adapt to changing circumstances and needs.
Ability to work in a fast-paced, collaborative office environment, with demonstrated flexibility and resourcefulness in analyzing and resolving a wide range of complex and novel matters.
Strong working knowledge of Microsoft Office Suite (Access, Excel, One Drive, Outlook, PowerPoint, Share Point, Word), Adobe Acrobat and familiarity with document/matter management systems (Westlaw, Best Authority; LawManager & M-Files.

Responsibilities

Interface with numerous constituents and stakeholders, including, executives and staff at all levels, judges and other court personnel, law firms, external agencies and other entities.
Provide comprehensive administrative support to litigation attorneys by scheduling meetings, arranging independent medical examinations (IMEs), answering telephones, handling correspondence, maintaining attorney files, and serving as the primary point of contact for internal and external communications.
Assist with preparation, (including printing of trial binder materials), scanning, and mailing of legal correspondence, pleadings, motions, discovery requests, notices, memoranda, deposition notices, and trial documents.
Maintain electronic and physical litigation files (this includes ALL records relevant to the file whether in paper form or electronic form) within Law Manager, High Q, M-Files, Vault, shared drives, and other case management systems. Responsibilities in this area include uploading scanning, indexing, filing, properly naming and retrieving documents while ensuring records remain organized and accessible.
Perform additional operational support including submitting invoices for payment, handling FedEx/USPS mailings, processing petty cash, coordinating conference rooms, filing all incoming mail and electronic mail into the S drive and M files, and assisting with SAP reimbursements and other administrative functions.
Coordinates communications with attorneys, opposing counsel, medical providers, experts, witnesses, and internal departments to facilitate efficient litigation support while maintaining confidentiality and professionalism.
Review and complete new assignments.
Support continuous improvement efforts to improve production time.