Legal Secretary (Corporate)

Overview

The legal secretary position at Withers 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.

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. 

About Withersworldwide

Withersworldwide has been acting for successful individuals, families and institutions for over 100 years. 

We advise clients on the full range of their business, personal and philanthropic legal needs, both at home and abroad. With offices in the key financial centres of Europe, Asia-Pacific, the United States and the Caribbean, we provide coverage and services that other law firms focused on the needs of the individual cannot.  We have represented 46% of the Top 100 in The Sunday Times Rich List, 25% of the US Top 100 Forbes Rich List, 30% of the Top 20 Hong Kong billionaires in the Forbes World's Billionaires list and over 20% of the Forbes Asia's Richest Families list.

Equal Employment Opportunity Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (including colour, nationality and ethnic and national origin), religion or belief, sex or sexual orientation.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 974 0365 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.