Legal Corporate Executive Assistant (DFM #795) (Temp)

Company Confidential

Global, high-profile, law firm is seeking a highly-qualified Legal Corporate Executive Assistant to provide administrative and secretarial support to 4 Partners/2 Associates within a busy section!  Large law firm background is preferred for this position.

 

Essential Duties/Responsibilities:

-Generate, prepare, and organize documentation and forms requisite to the corporate practice area, such as agreements, amendments, stock certificates and ledgers, FEIN applications, articles of incorporation, bylaws, certificates of good standing, annual reports, state and federal corporate forms or documents, etc.

-Prepare for, assist, and perform duties/tasks associated with corporate closings and the compilation of closing book(s).

-Maintain corporate minute books and process mail received at the Firm on behalf of clients including, but not limited to, annual reports, tax bulletins, service of process, and statutory representation invoices.

-Create, edit, and compile large, complex, heavily formatted documents and reports a as well as prepare correspondence, memoranda, and other legal documents from draft or dictated text utilizing MS word software.  Proofread all documents for accuracy and completeness.  Compose correspondence when appropriate.

-Manage and maintain calendar (utilizing calendar software) and assist in meeting deadlines.  Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.

-Answer the telephone, and screen and process incoming telephone calls.  Record and transmit telephone messages.  Set up conference calls.  Provide information to callers when appropriate.

-Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.

-Receive, sort, and distribute incoming mail.  Process outgoing mail to assure timely delivery.  File mail in client/case files, as necessary.

-Update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.

-Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm.  Maintain excellent public relations with clients.

-Open new client matters and request conflict of interest checks.  Generate new files and maintain client, chron, and general files assuring that filing is kept current.  Prepare files to be closed utilizing proper records storage procedures.  Conduct periodic review of inactive files for possible storage of files.

-Maintain up-to-date listing of client/matter names and numbers for each attorney/legal personnel.

-Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.

-As directed, convert documents into .pdf format.

-Maintain knowledge of Firm operating procedures, departments, and support areas.

-On a monthly basis, if applicable, prepare expense reports for each attorney/legal personnel.   Submit to accounting for processing.

-Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.

-If applicable, prepare and process client billing utilizing Firm billing software.  Review/edit/prepare and proofread prebills and invoices, assure client billing is sent out accurately and timely.

-Computer proficient with experience and working knowledge of MS Word required.  Working knowledge of iManage, Outlook, Excel, IRM, Kofax PowerPDF or Adobe Acrobat Pro, Chrome River, Carpe Diem, Upfront, Interaction, PowerPoint, etc.  Typing of 65 wpm.

 

Must be a dependable team player who works collaboratively and cooperatively with others in a team-oriented environment.  Ability to act independently and make decisions within scope of the position’s responsibilities.

 

The firm offers a 37.5 hour work week (8:00-5:30, 8:30-5:00, etc.).  Paid parking also included.

 

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