Legal Secretary​/Executive Assistant; Law Firm

Source Pro 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.

• 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).

• 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.

• 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.