Executive Legal Secretary

Description

Join Our Global Law Firm as an Executive Legal Secretary!

Summary

Reporting to the Director of Administration/Office Manager, the Executive Legal Secretary provides secretarial and administrative support to assigned attorneys in our Cleveland office. This position requires high level technical and professional skills, superior judgment with minimal supervision and assistance, excellent client service skills, the ability to manage competing priorities and identify the order of work to be completed, and excellent communication skills.

Essential Duties And Responsibilities

• Compose and type drafts of general correspondence, reports, memoranda, pleadings, expense reports and other documents requiring intermediate to advanced word processing skills. When appropriate, may edit documents for proper phrasing and grammar to improve the flow of the message without altering the meaning.
• Open new files, initiate business intake/conflict of interest check process, and maintain client and general files.
• Must be able to learn and adapt to various practice group specific requirements.
• May enter and edit timekeeper daily time, mail invoices and/or assist with collections.
• May prepare special projects using specialized software such as Excel and PowerPoint.
• Conduct redlines and document conversion and clean up while adhering to Firm style and guidelines.
• Operates computer equipment in performance of daily duties; effectively uses word processing functions necessary to perform required job duties. Properly manages electronic documents for easy retrieval.
• Handles telephone inquiries independently, providing information to callers or routing them to the appropriate person; can assess the urgency of calls and respect the confidentiality of each matter; assigns billing codes for long-distance charges.
• Sorts, reads and distributes daily incoming hard copy and electronic mail; determines routing and required signatures; coordinates outgoing mail and/or deliveries.
• Schedules appointments and may maintain attorney's calendar; receives and assists clients and refers them to attorney or other appropriate person as circumstances warrant; arranges business itineraries and may make travel arrangements or coordinate with the Firm's travel agency; independently prepares travel/entertainment expense reports based on attorney's receipts and itinerary.
• Makes arrangements for and coordinates conferences and meetings; prepares necessary materials, information and supporting data for meetings.
• Researches and abstracts information and supporting data as requested; makes written and oral contacts as necessary to obtain information or to clarify, cross-check or verify the information needed.
• Supports team and other secretaries in telephone coverage, overflow work assignments and coverage for absent secretaries.
• Independently takes action during attorney's absence and uses initiative and judgment to see that matters requiring attention are referred to another attorney or handled in a manner so as to minimize the effect of the attorney's absence.
• Maintains client and administrative files in an organized manner and in accordance with firm procedures; maintains current lists of file numbers, account numbers, client names and addresses and other information as required.
• Manages special projects, such as file scanning, for the office.
• Duplicates correspondence and other printed material or arranges for duplicating to be performed.
• Ability to handle pressure, overtime hours as needed, interruptions, and multiple projects with frequently changing priorities and deadlines.
• Regular attendance and timeliness are required and must comply with the physical attendance requirement of the local office.
• Acts in accordance with the Firm's policies and procedures and maintains confidentiality.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school and at least two years legal secretarial experience, preferably in a law firm or other appropriate comparable experience.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to multitask. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from lawyers, clients and employees of the firm.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, …