Legal Secretary/Executive Assistant (Law Firm Experience Only)

SourcePro Search is conducting a search for an experienced Executive Assistant with a minimum of 5‑7 years of legal secretarial experience in a litigation firm and proficient in TOC/TOA, styles and e‑Filing. This is a full‑time position with hours from 9:30 am to 5:30 pm, Monday to Friday. The successful candidate will provide a variety of high‑level support to a group of attorneys in both the litigation and bankruptcy departments by assisting with clerical tasks as outlined below. In addition, the assistant provides back‑up support to team attorneys. What You’ll Do: Strong document management: format documents using Styles, create Table of Contents, Table of Authorities and miscellaneous documents. Machine transcription, formatting and editing documents; prepare documents for court filings. Proofreading. Coordinate attorney and client meetings. Calendar management. Regular contact with clients. Strong telephone skills, take detailed messages. Triage all incoming queries and issues. Arrange travel (ground and air). Maintain high volume of client files (paper and electronic). Draft general correspondence. Expense reimbursement. Retention/Retainer letters. Billing (pre‑bills). General Responsibilities: Place guests’ names on the Security List. Reserve conference rooms and arrange for refreshments for meetings. Attorney time entries (Intapp). Manage Contact list. Maintain State Bar and miscellaneous organization memberships. Follow up on all matters. Provide back‑up support to team attorneys. Maintain confidentiality and exercise diplomacy at all times. What You’ll Bring: Minimum of 5‑7 years of legal secretarial experience in a litigation firm. Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint. Strong organizational skills. Strong attention to detail. Proficient in e‑Filing. Excellent grammar in oral and written form. Excellent judgment. Resourceful and great problem solving skills. Strong interpersonal skills. Strong follow up and follow through. Must be able to multi‑task and quickly switch gears when necessary and maintain efficiency. Must be able to work independently and anticipate needs / be proactive. Maintains a professional appearance in person and on the telephone. Must be able to manage and prioritize competing assignments and meet deadlines. Must be flexible and able to work beyond regular work schedule on short notice. #J-18808-Ljbffr