Legal secretary - Multilingual

Legal secretary - Multilingual

• The position requires the ability to perform duties of a responsible and confidential nature and to organize and expedite the workflow of the assigned attorney. 


• The legal secretary has direct interaction with the assigned attorney, executives, management, and clients. 


• Monitor daily email correspondence and track responses to all emails requiring a replay and/or follow up.


• Update outlook contacts daily.


• The legal secretary will perform complex and specialized secretarial and clerical tasks, and work collaboratively and cooperatively with others in a team-oriented environment. 


• By using word processing and document management software, the legal secretary prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by the assigned attorney.  Compose and draft routine cover letters and documents.  Proofread documents and check for appropriate formatting (including email formatting), spelling and grammar.  Prepare revisions and redline documents as directed and prepare documents for e-filing as required


• Answer and screen a potentially high volume of incoming telephone calls and relay messages to appropriate parties in a timely and accurate manner, greet/assist/refer clients in person and on the telephone, schedule and arrange conference calls


• Photocopy documents as requested


• Prepare materials for distribution via U.S. mail, fax, courier, messenger, etc.


• Receive, open, prioritize and distribute incoming mail;


• Maintain paper and electronic files in compliance with current policies.  Work with the Records Department to create and maintain client files and indexes.  Mark case or matter related documents as needed with filing instructions to ensure proper filing.  Perform routine filing and retrieve files as needed.  Maintain chronological files and administrative files for assigned attorney


• Review and edit daily time entries for assigned attorneys and submit in a timely manner.  Review and edit expense reimbursement and disbursement requests.  Prepare billing letters and coordinate client billing matters with the billing staff in the Accounting Department


• Maintain, plan and coordinate attorney or legal staff work day, schedule appointments and  conferences and coordinate meetings (both within and outside the office).  Prepare and make all travel arrangements and itineraries and maintain and update the calendars for assigned attorney, including meetings, appointments, due dates, and client-related activities (including court dates).


• Maintain daily `reminder list` for partner


• Quickly get up to speed with all active clients by name and understand the legal nature of each matter. 

Qualifications include:

• BA required, JD preferred.


• A minimum of ten (10) years of legal secretary, administrative assistant or executive assistant experience.  Prior law firm job-related experience is strongly preferred.


• Fluency in English, French and Spanish is required.  Understanding of Italian will be helpful.