Legal Secretary

R&W Group has an exciting new admin role available with one of our favorite clients, a large multi-location law firm. In this role, the Legal Secretary provides a wide range of administrative and clerical support to attorneys and legal teams. This role is essential in ensuring the smooth operation of the firms administrative functions and requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. This position will collaborate regularly with more senior members of the secretarial team and attorneys on various tasks and assignments, ensuring work is properly allocated and completed on time. This role requires a high level of flexibility and willingness to work in a fast-paced environment where multiple projects may have to be prioritized for the firms attorneys. Projects will often require high-level technical skills with Microsoft Office programs or various types of legal software commonly seen in law firms.

Responsibilities

• Provides practice-specific support to multiple associates, partners, and other attorneys, leveraging knowledge about unique practice tasks, requirements, and functions and can prioritize work accordingly.
• Drafts, edits, and proofread legal documents, communications, files, or presentations to ensure accuracy.
• Oversee the maintenance and organization of electronic and paper filing systems within the firms document management systems. Ensure all work products are easily accessible and up to date.
• Collaborate with other members of the Secretarial team to complete more complex projects or provide administrative support for any assigned attorneys. Provides mentorship, guidance, and delegation to other admin staff members who assist with projects as appropriate. Provides key status updates on projects to any assigned attorneys, offering or delegating direct-action support in the event of escalation.
• Organizes and monitors assignments within the firms workflow tool, ensuring that administrative tasks are properly allocated and completed on time. These projects can include but are not limited to time entry and expense reimbursements.
• Oversee billing matters including all approval forms and collaboration correspondence, ensures prebills are processed by the appropriate team accurately and timely; serves as a proxy attorneys to address questions or issues related to the billing process. Ensures final bills are delivered in a timely manner and initiate follow-up at the attorneys request.
• Serves as a trusted advisor for associates, partners, or other attorneys; will be expected to handle confidential or sensitive matters using discretion and to promote professionalism and exceptional service in all interactions with attorneys, clients, and co-workers.

The ability to communicate effectively in the native language of the region via e-mail or via voice is essential. Takes initiative to enhance existing and learn additional skills. Prior experience working with Microsoft Office products or legal software such as iManage, Aderant, DocXTools, Innova, etc. Must have the ability to adapt to application upgrades and the use of AI-Powered Tools for document production, review, and case research. Must have ability to demonstrate flexibility and willingness to learn new skills and adapt to evolving needs of the attorneys practice. Must have the ability to be flexible within a fast-paced environment and ensure that all deliverables and work products adhere to firm best practices, and a willingness to receive constructive feedback from attorneys and managers.

Must have a general familiarity with legal terminology, documentation, and best practices for law firms or similar settings. Exhibits strong attention to detail and excellent problem-solving skills that enable them to make quick decisions. Possesses prior experience in workflow-management related roles. Demonstrates proficiency in virtual firm collaboration tools such as Zoom and Microsoft Teams to communicate with internal and external resources on behalf of the attorneys practice.

Minimum Education

• High School or GED.

Preferred Education

• Bachelor's Degree in legal studies, business administration, or a related field.

Minimum Years of Experience

• 2 years experience working in a legal setting under the supervision of a licensed attorney or office administrator, or within a similar role.