Job Description

COMPANY DESCRIPTION

Epstein, Becker Green (EBG) is a national law firm that focuses its resources on health care, life sciences, and workforce solutions, coupled with powerful litigation strategies. Founded in 1973 as an industry-focused firm, Epstein Becker has decades of experience serving clients in health care, financial services, retail, hospitality, and technology, and representing entities from startups to Fortune 100 companies. Headquartered in NYC, EBG has 325 lawyers located in 20 offices throughout the United States.

JOB DESCRIPTION

The Legal Secretary will perform a variety of administrative tasks which includes providing a high level of customer service and support, while consistently producing an excellent work product. The Legal Secretary maintains general knowledge of the firm's practice groups and a specialized knowledge of the assigned attorneys' practice area(s) and clients in order to ensure extraordinary client satisfaction. Knowledge of Health Care and Life Sciences law is a plus. Qualified candidates must possess a legal secretary certificate or associate degree, and a minimum of five years of legal secretarial experience, preferably in a law firm or other legal environment.

Job Duties

• Manage the day-to-day schedules of the attorneys. This includes regular meetings to discuss priorities and deadlines. The ability to be proactive and think ahead are key.
• Assist attorneys with preparation of template contracts and other legal documentation of a routine nature. Create, edit, and proofread work product to ensure accuracy.
• Maintain calendars including appointments, meetings, travel and trip plans, CLE reporting, and professional memberships for attorneys.
• Provide reception coverage, welcome guests, answer attorney telephones and accurately take and relay messages.
• Conference Room/Catering set ups/Parking requirements.
• Provide operational support ordering EBG TA supplies, incoming/outgoing mail/package handling.
• Handle local vendor arrangements, and invoice payments.
• Prepare and maintain spreadsheets and databases for legal files and initiatives.
• Processing reimbursements, expense reports and check requests.
• Coordinate landlord updates and space maintenance via Building Engines.
• Effectively manage projects by meeting deadlines and conducting follow-up as needed.
• Input, review, edit, and convert timekeepers' time entries through Intapp Time, the firm's web-based time entry program using firm standards.
• Handles monthly client billing. Reviews billing proformas for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
• Process various forms such as expense reports, and check requests utilizing ChromeRiver, new business forms utilizing Intapp, and audit letters using Forte.
• Opens new matters and generates client conflict checks. Sets up and maintains timekeeper's work files, including daily and regular filing. Indexes and prepares files for off-site storage.
• Prepares annual and/or supplemental audit letter responses.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records and files, both within and outside of the Firm.
• File and maintain electronic documents in iManage.
• Prepare documents for offsite storage utilizing LegalKey software.
• Prepare and coordinate travel arrangements with travel agent.

Job Qualifications

• Prior administrative law firm experience required.
• Must possess strong calendar management skills.
• Must be highly organized and detailed oriented.
• Ability to multi-task, meet deadlines and work under pressure.
• Must be flexible with schedule, come into the office and overtime as needed. To apply please email your resume to lclark@ultimatestaffing.com