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    Executive Legal Assistant - New York, United States - Sage Solutions

    Sage Solutions
    Sage Solutions New York, United States

    1 week ago

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    Description

    The Executive Legal Assistant will perform administrative and secretarial support for the firm as a whole, specifically for the attorneys to whom they are assigned.

    Qualifications

    • Minimum of 5 years legal secretarial experience required; 10 years experience preferred
    • High School diploma or equivalent
    • Some college preferred

    Success Factors

    • Demonstrate strong project management and/or presentation skills
    • Demonstrate strong writing, editing, and research skills
    • Excellent attention to detail
    • Ability to manage multiple tasks and projects and complete them under time constraints
    • Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
    • Excellent communication skills
    • Demonstrate excellent analytical and research skills
    • Demonstrate strong professional customer service skills
    • Working knowledge (hands-on) of Microsoft Office, Word, Outlook, PowerPoint, Excel, DTE/InTapp, Adobe, InterAction (a plus) and must remain current on all firm software where it impacts the responsibilities of the position
    • Highly organized
    • Team player

    Work Environment

    • Non-smoking environment
    • Must be available to work beyond regular hours
    • Must be able to work under tight deadlines and in stressful situations
    • Available to work in the office from 9:30 a.m.– 5:30 p.m. Monday through Friday (This position is based in our NYC office.)

    Responsibilities

    • Participate in business development initiatives with assigned attorneys, practice groups, and other firm attorneys as requested
    • Coordinate opening new matters, including: conflict checks, the preparation of draft engagement agreements, emailing firm management for rate approval (if necessary), etc.
    • Communicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
    • Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, analyzing terms of insurance policies and preparing a summary, researching information regarding expert witnesses, etc.
    • Draft and edit correspondence, legal documents, memoranda, and other written materials as needed for attorney review and under attorney supervision
    • Assist attorneys in editing legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
    • Organize and maintain client files such as pleadings, correspondence, and memoranda
    • Organize and maintains attorney files
    • Perform document organization tasks such as numbering, sorting, filing, and copying
    • Assist in electronic file management of correspondence with clients
    • Coordinate with attorney(s) on a continual basis to ensure timely turnaround and effective use of time to meet deadlines
    • Communicate with other personnel inside and outside the firm
    • Arrange appointments, meetings and travel reservations and maintains attorney(s) calendar(s)
    • Provide telephone coverage, route calls, take messages, and place outgoing local and long distance calls as requested
    • Prepare and secure proper approvals required for all accounting forms, petty cash, entertainment, trip accounts, etc.
    • Prepare and submit timesheets, billing descriptions, and other firm accounting documentation in a timely manner, as required
    • Assist attorney(s) in preparing billing records, letters, and statements to clients
    • Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
    • Assist with overflow requirements or special firm projects, providing coverage for secretaries who are absent, as required
    • Obtain records or other information from various sources including: government agencies, libraries, legislative bodies, associations, and courts
    • Complete other duties as assigned
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