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We are conducting a search for an experienced Executive Assistant with a minimum of 5-7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e-Filing. 


This is a full-time position with hours from 9:30 am to 5:30 pm, Monday to Friday.


The successful candidate will provide a variety of high-level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back-up support to team attorneys.


What You'll Do:

  • Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents.

  • Machine transcription, formatting and editing documents; prepare documents for court filings.

  • Proofreading

  • Coordinate attorney and client meetings

  • Calendar management

  • Regular contact with clients

  • Strong telephone skills, take detailed messages

  • Triage all incoming queries and issues

  • Arrange travel (ground and air)

  • Maintain high volume of client files (paper and electronic)

  • Draft general correspondence

  • Expense reimbursement

  • Retention/Retainer letters

  • Billing (pre-bills)

    General Responsibilities:

  • Place guests’ names on the Security List

  • Reserve conference rooms and arrange for refreshments for meetings

  • Attorney time entries (Intapp)

  • Manage Contact list

  • Maintain State Bar and miscellaneous organization memberships

  • Follow up on all matters

  • Provide back-up support to team attorneys

  • Maintain confidentiality and exercise diplomacy at all times

What You'll Bring:
  • Minimum of 5-7 years of legal secretarial experience in a litigation firm

  • Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint

  • Strong organizational skills

  • Strong attention to detail

  • Proficient in e-Filing

  • Excellent grammar in oral and written form

  • Excellent judgment

  • Resourceful and great problem solving skills

  • Strong interpersonal skills

  • Strong follow up and follow through

  • Must be able to multi-task and quickly switch gears when necessary and maintain efficiency

  • Must be able to work independently and anticipate needs / be proactive

  • Maintains a professional appearance in person and on the telephone

  • Must be able to manage and prioritize competing assignments and meet deadlines

  • Must be flexible and able to work beyond regular work schedule on short notice

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