Legal Secretary (Corporate - Real Estate)

The legal secretary position at our global law firm client's New York office is responsible for providing a broad range of secretarial and administrative support to attorneys, fee-earners, administrative personnel and clients. This role will be based in the firm's New York office and will be assigned to the Business Division and will also provide support to the Private Client & Tax Division. The secretarial role is relied upon to provide a high level of service to both internal and external clients. Annual compensation commensurate with experience and ranging from $85,000 - $105,000 per year and be expected to be in the office 2-3 days a week.

Essential duties and responsibilities

• Drafts letters and documents for a variety of practice areas including trust and estate related documents, corporate transaction documents, immigration forms, etc.; collects and analyzes information; prepares charts, graphs, and other visuals using PowerPoint, Excel and other software.
• Edits and proofreads all documents for accuracy and completeness.
• Transmit closing documents for signature; prepare closing files and binders.
• Maintains attorneys' calendars by scheduling conferences, teleconferences, and travel.
• Communicates and obtains information from/for internal and external clients.
• Maintains and updates attorney mailing lists for clients.
• Maintains confidentiality of client and firm matters.
• Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation and editing of draft and final client invoices and transmittal of same.
• Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
• Supports attorneys, fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents.
• Schedules meetings with internal and external participants via Zoom/Microsoft Teams. Arranges conference rooms as needed.
• Prepares ChromeRiver reimbursement reports for assigned fee-earners.
• Maintains files on the Firms electronic filing system (FileSite/iManage).
• Assists with providing notarizations and witnessing at client meetings.
• Maintain confidentiality of client and firm matters.
• Performs other job related duties as assigned.

Key Skills and Experience

• Extremely detail oriented.
• Strong communication skills: the ability to express self effectively, both orally and in writing including excellent spelling, grammar, punctuation, form and style. Ability to compose correspondence as needed.
• Experience with transcribing dictation.
• Must possess strong technical skills, with solid knowledge of Microsoft Word, Outlook, as well as programs such as FileSite/iManage, and 3E or other billing software.
• Ability to prioritize and multitask effectively.
• Interpersonal skills: the ability to establish effective working relationships with colleagues and clients.
• Must be willing to support different practice areas
• Ability to work both as a team as well as independently.
• Knowledge of library operations and records storage procedures for retrieving materials and files.

Experience and Education Required

• 3 years as a secretary or administrative assistant in a law firm, with experience in supporting partners in various practice areas.
• This role is hybrid and must be in the office 3 days week.
• Bachelor's Degree preferred.
• New York Notary strongly preferred.