ESSENTIAL DUTIES & RESPONSIBILITIES

• Prepares standard correspondence and other documents as needed.


• Scans, profiles and emails client documentation to team members as directed.


• Manages electronic file documentation by saving into appropriate iManage folders.


• Handles incoming mail and makes arrangements for courier services when needed.


• Establishes and maintains deadlines associated with a file through the appropriate calendaring system.


• Uses Innova to style documents; uses Adobe Acrobat to create closing binders, edit PDF documents and to convert Word documents to PDF and PDF to Word; uses Excel for closing checklists; and uses cross-platform referencing and track changes.


• Uses EDGAR to file and retrieve documents with the U.S. Securities and Exchange Commission.


• Requests conflict of interest checks with Conflicts Coordinator, opens files, and maintains all client and general files.


• Maintains good public relations with clients; observes confidentiality of attorney-client relationship.


• Makes appointments for attorneys; schedules meetings and conferences and provides notice to all appropriate parties.


• Serves as liaison to clients and other attorneys, responding to inquiries as necessary.


• Makes travel arrangements when needed; requests check and submits expense reimbursements when appropriate.


• Ensures billable time is processed before its deadline; proofs time entries; reviews and edits pre-bills.


• Performs overflow assistance, as time permits and as requested by other attorneys and Office Manager.

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Excellent organizational and communication skills, ability to work independently and as a team member, prioritizing effectively, attention to detail, accuracy, problem solving, detailed proofreading, and editing is essential for success in this position.

EXPERIENCE

4 or more years of corporate, transactional or real estate secretarial experience supporting multiple attorneys in a legal setting.

Strong document formatting skills is required, using Innova and Styles, Redlining, working with Table of Contents, Table of Authorities.