What are the responsibilities and job description for the Legal Secretary position at Permanent Placements LLC?
Legal Secretary
Location(s): Boston, MA
Salary Range: $62,000 - $100,000
Schedule: 3 days/week Onsite
Client Size: 3,000
Client Description:
Our client is one of the world’s largest and most prestigious law firms with over 1,000 attorneys across 19 offices around the world. They partner with clients on transformative deals, complex IP, and regulatory matters, as well as high-stakes litigation. They foster innovation and advise disruptors in technology, life sciences, and high-growth industries. They also strive to create an inclusive and rewarding environment that allows their people to thrive both professionally and personally.
Position Description:
Our client is seeking a Legal Secretary with at least 5 years of experience to support a growing Corporate practice in their Boston office. This Legal Secretary will primarily support an extremely busy partner in an administrative capacity, managing calendars, filing expenses, booking travel, and acting as a liaison to the billing team. They are looking for someone with an eye for detail, who’s willing to learn the partner’s preferences around travel, client billing, etc. The Legal Secretary should also come with experience handling conflict checks, audit letters, and other legal-specific document administration. This position is 3-days-in-office on a 37.5 hour work week and may require some occasional working outside of 9am – 5pm business hours.
Responsibilities:
- Handle all incoming telephone calls and placement of outgoing calls in a professional manner
- Maintain good client relationships for all assigned timekeepers
- Enter Time Entry daily for assigned timekeepers in IntApp and maintain appropriate records
- Create and maintain chronological files and indexes not stored in the Information Governance department
- Keep all files up-to-date and organized. Ensure materials are forwarded to the Information Governance department, as needed
- Complete all document processing and correspondence assignments accurately and within stated timeframes
- Assist other secretaries and timekeepers, as needed
- Prepare New Business Forms for new and existing clients, conflict sheets and engagement letters
- Prepare and submit expense reports, check requests, travel reimbursements, health club reimbursement in accordance with accounting guidelines
- Prepare and arrange messenger service, copy center and facsimile requests, as needed
- Copy documents that are not appropriate to send to the copy center
- Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining and resolving conflicts within the CRM tool
- Make all necessary travel arrangements, adhering to the firm’s Travel Policy
- Review and handle prebills
- Maintain current secretarial backup instructions, and client/matter lists
- Maintain attorney/paralegal calendar, including scheduling and coordinating meetings
- Coordinate internal procedures and compile backup materials for preparation of audit letter responses
- Reconcile telephone charge reports for office and cellular phones
- Other duties as assigned or required
Required Qualifications:
- Exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
- Available to work overtime, as required
- Fast and accurate typing
Preferred Qualifications:
- Previous business/corporate secretarial experience
- College degree or business college certificate
Competencies:
- Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines and maintain flexibility with work assignments (including changes in attorney/paralegal assignments) and work schedule
- Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary
- Must demonstrate initiative, diplomacy and tact
- Possess excellent written, communication and proofreading skills with attention to detail
- Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel and others
- Reliable, committed and punctual
Salary : $62,000 - $100,000
