Legal Secretary

• Seeking a Legal Secretary to provide support to attorneys and paralegals resulting in a high level of client service; document processing and editing;
• editing complicated financial transaction documents; managing travel arrangements; processing of new business intake; preparing and submitting attorney expenses;
• inputting attorney time entries; handling heavy client billing; responding to client inquiries via phone and email; arranging meetings and conferences for internal groups and related to business development activities;

coordinating calendars; monitoring incoming mail and e-mails; maintaining and updating client files and other tasks.

• Prepare and revise, format and finalize a wide variety of legal documents
• Accurately enter attorney time into timekeeping system to meet daily / weekly deadlines
• Establish and maintain paper and electronic client and administrative files in compliance with current Firm policies
• Interact on a daily basis with departments within the Firm to facilitate highest possible legal support
• Prepare and submit expense reports
• Work closely with Accounting Department staff to prepare client billings and receivables to meet client billing format and reporting requirements
• Proficiency with making and managing travel arrangements with assistance of travel agency to ensure all aspects of travel are made accurately and communicated effectively for extensive travel both in the U.

S. and abroad (i.e., air, hotel, car, train, meeting rooms, travel memberships accounts and the like)

• Answer, screen and place phone calls to clients and other business associates and respond to client inquiries
• Open, review and route mail as directed
• Provide assistance to other Legal Secretaries within Firm whenever necessary to meet Firm and client needs

Skills & Competencies :

• Experience as a corporate / finance secretary working with complicated documents
• Knowledge of corporate transactional and closing processes
• Knowledge of legal terminology
• Excellent written and verbal communication skills
• Ability to deal courteously and effectively with others
• Ability to read, interpret and follow instructions
• Personable, professional, detailed-oriented and a problem solver
• Able to prioritize tasks in a high-pressure environment
• Strong organizational skills combined with the ability to work independently and be resourceful with problem solving

Qualifications & Required Experience :

• Bachelor’s degree preferred
• Minimum of four (4) years of legal secretarial experience in a law firm environment working with multiple attorneys required
• Position also requires the ability to work under pressure to meet strict deadlines

Computer Skills :

To perform this job successfully, an individual must be proficient in the following software :

• Proficient in Word
• Adobe
• Excel

Targeted base compensation DOE of $80K-$90K

Morrison Foerster LLP, an Am Law 50 law firm with 18 offices worldwide, has an opening for a Legal Secretary- STARS within our Legal Secretaries Department in our New York office.

The Opportunity

Guided by department objectives and priorities, performs a variety of secretarial tasks in support of assigned attorneys and other timekeepers.

Provides a high level of client service and support while producing a high volume of consistently excellent work product.

Maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service in support of attorney / client relationships.

Ensures client service and satisfaction are attained in all areas of position.

ESSENTIAL FUNCTIONS

Secretarial Support

• Provides professional client relationship management with external clients.
• Creates, edits, and proofreads complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
• In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.
• Creates and maintains client / matter lists and communication lists.
• Organizes and accurately maintains physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested.

Utilizes Firm provided software to accurately store email messages, and maintain and retrieve files.

• Utilizes Outlook to schedule appointments and calendar dates. Maintains contacts in Outlook.
• Assists with timenote entry, including inputting timenotes, editing, proofreading, and closing them on a daily basis.
• Demonstrates working knowledge of internet resources to perform basic legal research and print off cases, as requested.
• Utilizes Service Now software to open new matters, prepare engagement letters, and process conflict reports.
• Collaborates with Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices.

May assist with collection efforts. Coordinates client, matter and timekeeper inquiries.

• Initiates client file transfer requests and assists with client disengagements.
• May facilitate the secure transfer of case / client data in accordance with firm’s data security policy.
• Provides backup support to other attorneys and timekeepers as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork.

Participates in departmental projects designed to streamline workflow and / or resolve issues.

• Creates and labels CDs / DVDs and has a comprehensive understanding of the firm’s privacy policy and encryption tools.

Administrative Support

• Answers telephones and relays messages. Arranges conference calls, video conferences and live meetings.
• Copies, scans, faxes, and prints documents and attachments.
• Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.
• Receives deliveries of items such as faxes, files, and boxes, and routes them appropriately.
• Makes conference room reservations, coordinates meals, multimedia, and other services as requested.
• Coordinates travel arrangements through the Firm’s travel department as requested.
• Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.
• In conjunction with the Records Department, assists with the organization and preparations of materials for storage. Assists with maintaining high density storage area.
• May participate in the organization and planning of events.
• May assist in the preparation of marketing materials as requested.

Assisting / Finalizing Closings with the Financial Transactions Group

• Assists Boston Office with work requests for closing support.
• Works proficiently in DM to be able to locate deal-specific documents (, Document Agenda / Closing Checklist prepared by attorney).
• Preparation of draft Closing Document Checklists.
• Works proficiently in the P : Drive by locating transaction-specific folders and / or creating a deal folder as necessary.
• Has knowledge of editing pdf documents in order to extract and save individual UCC, tax and judgment lien search results.
• Prepares extraction requests for the Lead Secretaries in NY relating to a closing daily to ensure extractions are ready for checklist preparation in a timely manner.
• Identifies closing copies and profiling according to the Closing Document Checklist.
• Has knowledge of creating zip folders for closings that are e-mailed to SVB (multiple zip folders / multiple separate e-mails for deals where total size of documents in zip folder exceeds 10MB) (financial transactions team).
• Has knowledge of Kiteworks (for those closings where a large zip folder is requested) (syndications team).
• Has knowledge of uploading documents to external Sharepoint site (fund finance team (a / k / a global fund banking)).
• Takes initiative upon receipt of post-closing documentation to extract pdfs as necessary, save and profile as closing copy(ies), updating the Word version of the Closing Document Checklist to note receipt of same, preparing draft e-mail to Bank providing post-closing documents and updated checklist for attorney’s review and following-up with the attorney weekly until given directive to send.

Client Service, Confidentiality, and Safety

• Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
• Ensure compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
• Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.

Ideal Candidate

Education and Experience

• High School Diploma required, Associate Degree preferred.
• Minimum of 3 years recent Legal Secretarial experience, and / or 3 years of Administrative Secretary experience.
• Experience working in a large law firm preferred.

Teamwork and Applied Skills

• Strong organizational skills and the ability to apply strong attention to detail to all levels of work.
• Ability to multi-task, prioritize work, and meet deadlines.
• Ability to work under pressure and complete job assignments in an accurate and timely manner.
• Excellent communication skills and the ability to build effective internal and external client relationships.
• Ability to interact effectively with all levels of management and staff and a variety of external entities including clients and prospective clients of the Firm.
• Highly proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel, Outlook and (are we still using this?

Working knowledge of database, and time and attendance tracking applications.

• Typing speed of 70 wpm with high level of accuracy.
• Flexibility regarding work schedule and availability to work overtime as may be required.
• Excellent teamwork skills and commitment to delivering client service by assisting co-workers.

Who We Are

At Morrison Foerster, our culture is defined by our deeds. We’re passionate about what we do. We’re equally passionate about how we do it.

We resist hierarchies and operate within a model of respect for our colleagues, their ideas, and the differences that make us stronger.

We encourage you to learn more about who we are, and what we do.

We have an opening for a Client Service Specialist I (Legal Secretary) in our New York office to support our Corporate Department.

The Client Service Specialist I provides administrative client services to both internal and external clients.

In this capacity, the Client Service Specialist I will :

• Maintain a consistent physical presence required to facilitate an interactive and collaborative environment ensuring that assignments, cross-training, and peer level support are optimized to provide seamless support;
• Coordinate legal practice tasks and projects;
• Coordinate administrative functions and facilitate completion of tasks including such as finance / billing-related tasks, time and expense entry, opening of new matters, client presentations, meetings and other administrative projects as assigned;
• Coordinate with and delegate to Firm resources including DPS, Williams Lea, Client Service Center, practice support or similar departments in International offices in the handling of tasks and projects;
• Prepare complex legal documents and correspondence; File with appropriate court or agency; Apply subject matter expertise in coordination of legal practice tasks and projects;
• Coordinate support through the Finance Department including : edit and review process of client bills; correct time entry and promotion of time entry best practices;
• Review and support of the client billing process to include : proofreading, application of task codes and matter management skills, coinciding math aptitude and skills to support rates, rate changes, write-offs, preparation of expense reporting and audits as required, maintenance and consistency with billing protocols and other accounting functions;
• Assist with the legal and administrative practices of attorneys and facilitate service levels that meet client requirements; and
• Work overtime as required.

Qualifications :

• Bachelor's degree (preferred);
• At least 2 years of legal secretarial experience or relevant legal experience (required);
• Corporate / Transactional experience (preferred);
• Law firm experience (preferred);
• Advanced ability to organize, prioritize, coordinate, delegate and work as part of a team;
• Advanced to Expert proficiency in rules of English grammar, spelling and punctuation; bilingual proficiency as may be required;
• Advanced proficiency in MS Word and document editing / comparison applications;
• Advanced proficiency in MS Outlook and web-based conference call / web-sharing applications;
• Advanced proficiency in MS Excel and spreadsheet / database applications;
• Advanced proficiency in MS PowerPoint and presentation applications;
• Advanced knowledge of time keeping, expense processing and legal billing;
• Advanced proficiency in document management applications;
• Proven ability to function as a coordinator with other firm-wide departments with necessary communication skills to transfer instructions / data, verify results, resolution of conflict and delivery or results; and
• Excellent written and oral communications required with strong ability meet deadlines and provide results while supporting Firm policy and procedures.

We are seeking highly motivated, empathy driven, temporary Asylum Application Assistants (Paralegals, Legal Assistants, Law Students, Attorneys, etc.

to work one-on-one with asylum seekers to assist them in understanding how to complete an asylum application by eliciting important information from them and guiding them through to completion.

Each Asylum Application Assistant will be trained on how to assist, handle approximately 2-3 appointments per day and will be supervised and supported by an onsite Supervising Attorney.

Shifts : Shift 1 :

Shift 1 :

• 8 hours / day 9-5
• Monday Friday (excluding holidays)
• June 26th August 4th (potential to extend)

Shift 2 :

• 8 hours / day 9-5
• Saturday only
• June 26th- August 4th (potential to extend)

Responsibilities :

• Support asylum seekers in completing asylum applications, working with each applicant one-on-one to answer questions and guide them through the process.*
• Comply with NYC program guidance and reporting requirements.
• Work with interpreters as needed.

Qualifications :

• Experience in completing and complying with government forms and procedures.
• A willingness to undergo training about immigration procedures.
• A willingness to work in person and on site at the Center for five 8-hour shifts per week (except holidays) through a projected completion date of August 4 (subject to change).
• Proficiency in Spanish is strongly preferred.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws.

We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, height, weight, or any other characteristic protected under applicable federal, state, or local law.

Applications from members of minority groups and women are encouraged.

IND123

With over 2,800 lawyers in 27 key business centers around the world, Freshfields combines an unrivalled breadth of expertise across practice areas and borders with tremendous growth opportunities within our US practices.

This unique balance defines our work style and culture. On one side, there's the friendliness, personal attention and lack of hierarchy you find in a small firm;

on the other, the comprehensive network, breadth of work and resources of an international organization. We're a collegial firm - we work, learn and socialize together as one team.

We're also truly international in both outlook and opportunity.

The Legal Secretary will provide an efficient and professional administrative support service to fee earners. The Legal Secretary is principally responsible for ensuring that core tasks such as calendar management, travel arrangements, expenses, editing documents, answering telephones are managed on behalf of stakeholders, and will also undertake a range of other general administrative support tasks or project work.

Typically, a Legal Secretary will support 1-2 partners and 4-5 additional fee earners.

Key Responsibilities and Deliverables

Client Engagement

• Complex calendar management including a comprehensive knowledge of fee-earners’ workload and current clients and is aware of priorities and sensitivities in order to assist with arranging client visits / meetings and in meeting deadlines.
• Is able to confidently liaise with clients and their support assistants.
• Act as a point of contact for fee earners, offering assistance and demonstrating an ability to obtain key information.
• Proactive diary management including coordinating and arranging meetings ensuring fee earners have all the necessary documentation and details required ahead of meetings.
• Document production : including preparing correspondence and amending documents. Proof reads work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for presentation.
• Demonstrate a full understanding of internal systems and policies
• General administrative support including photocopying, printing and scanning

Communication

• Communicate confidently and effectively in a professional manner at all times.
• Initiate communication on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required.

Team Support

• Support the fostering of a collaborative team environment by providing support when covering for colleagues and willingly offering assistance, prioritizing tasks appropriately in order to assist colleagues for the benefit of the team.
• Ensure telephones are covered and answered promptly and professionally at all times.
• Understand and contribute towards team objectives.
• Work flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks.

Financial Management

• Support fee earners in adhering to the firm’s risk and compliance by tracking and uploading engagement letters / emails and ensuring time recording is completed to meet deadlines.
• Assist with the billing process by developing a knowledge of billing procedures, edit bill narratives, prepare client bills, and liaising with Revenue Controllers on behalf of the fee-earner as required.
• Handle expense management on behalf of fee earners, submitting claims on a weekly basis.

Business Development

• Maintain a good knowledge of key clients and awareness of the firm’s and of their fee earners’ strategic objectives.
• Maintain a good understanding of K / BD (knowledge and business development?) resources and best practices.
• Manage contacts in Outlook and Connect for fee earners and assist in client development outreach
• Assists fee earners and MBD department with the production of marketing, including production of pitches, client presentations and maintaining up-to-date CVs.
• Assist with client events as and when required.

Key Requirements

Essential

• Associates degree / Bachelor’s degree
• 3-5 years of experience in the legal or professional services industry including partner support Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.

Competencies

• Excellent communication skills, both written and oral with an ability to interact at all levels.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients.
• Ability to demonstrate absolute discretion with sensitive and confidential information.
• Independent self starter able to problem solve and take full ownership of assigned tasks.
• An enthusiastic and committed approach, whilst remaining flexible and proactive at all times.
• An ability to work well in pressured situations while maintaining a professional attitude.
• Able to work fast, accurately and to tight deadlines.
• Ability to prioritize tasks, conflicting demands and deadlines and act on own initiative.
• A strong team player with an ability to form supportive relationships throughout the firm.
• Adaptable and open to change.
• Willingness to broaden experience and develop skills further.