LAW FIRM TEAM SECRETARY ROLE!

Law Firm Team Secretary Position!

R & W Group has an excellent opportunity for a legal administrative professional with 3-5 years of experience to join our stellar law firm client as a Team Secretary! The Team Secretary provides attorneys and other legal personnel with administrative, secretarial and clerical assistance. The Team Secretary collaborates, coordinates, maintains effective and efficient work flow, follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with Team members, top level management, supervisors, coordinator, coworkers, and clients by performing the following:

Duties and Responsibilities:

Coordinates U.S. & Foreign travel arrangements by securing air, hotel, rail and car reservations for lawyers and clients. Prepares travel expense reports and other business related expenses using the electronic Accounting system and prepares itinerary for attorney and colleagues.
Handles reimbursement of other firm and client related expenses, such as telephone calls, entertainment, recruiting, etc. using the electronic Accounting system.
Maintains electronic calendar of meetings and appointments, and apprises lawyers of responsibilities in advance of commitment. Coordinates luncheons and schedules conference rooms for meetings using the electronic room scheduler.
Maintains contacts in Outlook for assigned lawyers, pursuant to lawyer's preference.
Maintains list of principal contacts or working group lists for each client and matter.
Receives, screens and transmits telephone calls to lawyers and takes messages as necessary, with recognition of and attention to the particular needs of clients. Schedules conference calls for lawyers.
Creates, maintains and updates all client litigation files on a daily basis in accordance with standards set by the Records Management Center using the electronic Records Management database and maintains other files as needed. Must have thorough knowledge of indexing litigation files. Maintains current files for all correspondence.
Facilitates work with the Accounting Department to coordinate client bills, generate monthly internal utilization reports, provide monthly and/or quarterly estimate reporting data, analyze billing data, and respond to miscellaneous client inquiries/requests. Processes new business forms, new client/matter reports and conflict of interest checks.
Inputs daily diaries for lawyers in electronic Time Billing System, and proofreads and edits time diaries for accuracy.
Proofreads and revise all documents, including engagement letters, PowerPoint presentations, memoranda, audit letters, client deliverables, and other correspondence, etc., for accuracy of copy, grammar, punctuation and syntax, and drafts correspondence.
Coordinates work performed by Support Services for prompt production and delivery of documents.
Prepares documents for transmittal via the Firm's electronic fax system and e-mail transfer.
Processes incoming and outgoing mail and distributes promptly upon receipt.
Retrieves cases and other related documentation from the Firms resources.
Types and prepares legal papers and correspondence such as briefs, letters, memoranda, tables, charts/spreadsheets, complaints, and motions. Also generates Table of Contents, Table of Authorities and redline documents.
Performs other job-related duties such as compiling notebooks and exhibits, and preparing documents in connection with bar association activities. Also performs other administrative tasks as needed.