Legal Secretary, Private Client & Tax

SUMMARY:

The Legal Secretary at Withers Bergman is responsible for increasing attorney and office effectiveness and efficiency by providing administrative support, organizing, coordinating and managing workflow, schedules, information representing attorneys and other fee earners to clients and others. 

SCOPE OF RESPONSIBILITY: 

This position will be based in our Greenwich office, and currently support at least 3 attorneys, including Partners and Associates in the Private Client & Tax division. 

Practice groups within the office include Wealth Planning, Tax, Intellectual Property and Commercial/Corporate Transactions. The job encounters recurring and new varied work situations of moderate degree of complexity, and includes frequent contact with others inside and outside of the firm including immediate partners, associates, and supervisors, members of other departments or other offices, clients and other professionals. 

PRIMARY FUNCTIONS: 

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating documents and case preparation.
• Conserves attorneys’ time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports.
• Maintains attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; anticipating changes in transaction preparation requirements.
• Schedule meetings with internal and external participants, and arrange conference rooms.
• Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
• Generates revenues by documenting and inputting attorney billable time, time spent on firm related matters and reimbursable expenses; preparing invoices; tracking payments.
• Handles billing responsibilities for fee-earners, including reviewing draft bills, making changes to drafts, managing billing flow, all in a timely manner
• Maintains client confidence by keeping client/attorney information confidential.
• Provides historical reference by developing and utilizing filing and retrieval systems.

• Maintain hard copy and electronic filing system (Desk Site/iManage).
• Operate office equipment such as photocopy machine and scanner to produce copies and scanning when needed.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Perform other job related duties as assigned and assist attorneys when needed.
• Overall organization and management of documents, work, client matters, fee-earner time and schedules for more efficient and productive fee earners.

SPECIFIC SKILLS REQUIRED

1. Must possess strong technical skills, such as typing, and have a good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint 2003 and 2010 as well as programs such as Desk Site/iManage and Elite.
2. Solid command of the English language including excellent spelling, grammar, punctuation, form and style.  Ability to compose correspondence needed.
3. Strong communication skills: the ability to express self effectively, both orally and in writing.
4. Interpersonal skills: the ability to establish effective working relationships with colleagues.
5. Flexibility: the ability and willingness to work for multiple fee-earners as needs dictate.
6. Knowledge of library operations and records storage procedures for retrieving materials and files.  Previous experience with document management systems and electronic organizational filing methods preferred.
7. Familiarity with legal terminology pertinent to the areas of assignment.
8. Ability to prioritize and multitask effectively.
9. Ability to work both as a team as well as independently.
10. Familiarity with Hospitality Suite or similar program is a plus.

EDUCATIONAL REQUIREMENTS:

• Bachelor’s Degree strongly preferred

EXPERIENCE REQUIRED:

• 3+ years as a secretary or administrative professional, preferably in a law firm though experience in other professional service industries (engineering firms, accounting firms, architectural firms, etc) is required.  
• 2+ years of legal industry experience, preferably within a law firm’s wealth planning or private client practice group.
• Previous experience supporting at least one Partner/high level manager in a legal or professional services environment.

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