At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build a culture that reflects our dedication to diversity, equity, and inclusion.

JOB TITLE: Legal Secretary

DEPARTMENT: Secretarial Services

REPORTS TO: Senior Director of Administration - NY

FLSA CLASSIFICATION: Non-Exempt

LOCATION

This position is available in our New York, NY Office.

JOB SUMMARY

The Legal Secretary is responsible for providing administrative and clerical support to a team consisting of attorneys, professionals, and/or paralegals.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Prepare accurate and properly formatted correspondence, memoranda and other legal documents from handwritten drafts and transcription software
• Prepare court filings, government documentation or closing materials, as appropriate for practice of team attorneys, professionals, and/or paralegals
• Prepare check requests, new case reports, run conflict checks and open new files
• Daily time entry, as directed by individual team members
• Prepare client billing, including review and edit of proformas as directed by billing attorney, preparation of cover letters, copying/scanning and mailing/emailing finalized bills to client and Accounting Department
• Organize, scan, copy, fax and/or file legal documents in both paper files and in document management system, as appropriate
• Schedule hearings and meetings, conference rooms, catering and coordinate schedules as appropriate for practice of team attorneys, professionals, and/or paralegals
• Facilitate the meeting of deadlines by maintaining multiple calendars/agenda, and provide timely reminders of due dates and upcoming events
• Answer telephone calls, take notes/messages and redirect calls as appropriate
• Coordinate travel arrangements
• Process expense reimbursements and vendor invoices

OTHER DUTIES AND RESPONSIBILITIES

• Coverage for secretarial absences and assistance with overflow work within assigned team
• Draft standard correspondence and other documents for approval and use
• Maintain client lists, contact lists and other electronic databases

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

• Knowledge of and proficiency in current office technology, including but not limited to, the MS Office Suite, iManage, Kofax Power PDF Advanced and/or Adobe Acrobat Professional, Workshare Compare and time and billing software (Elite/3E experience preferred, but not required)
• Ability to type at least 60 wpm with a high degree of accuracy
• Ability to work in a team environment with both attorneys, professionals, paralegals, and other colleagues
• Ability to effectively communicate, both verbally and in writing
• Detail oriented with ability to handle multiple projects simultaneously and meet deadlines
• Flexibility in daily schedule to meet Firm’s needs during periods of heavy workload or special projects; availability to work scheduled overtime, as needed

Education:

• Minimum high school diploma or equivalent; college degree a plus, but not required.

Experience:

• Minimum of 5 years of legal secretarial experience in a relevant practice area, with at least 3 years of experience supporting a billing attorney.

ABOUT ARENTFOX SCHIFF

ArentFox Schiff LLP is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by federal, state or local law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

WORKING CONDITIONS

The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.

N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%