Legal Secretary

Reporting directly to attorneys, this role provides support to Partners, Associates, and Counsel. You will engage with various team members and external parties regularly, supporting both recurring and new assignments with moderate complexity, requiring efficient, proactive communication and task management.

Client Details

This global law firm has a prestigious legacy of over a century, providing comprehensive legal counsel to affluent individuals, families, and institutions. Known for its tailored approach, the firm serves a wide-ranging client base, including business leaders, entrepreneurs, and private clients, focusing on their unique business, personal, and philanthropic needs. With a presence in key financial hubs across the U.S., Europe, Asia-Pacific, and the Caribbean, it combines local insight with international reach to offer solutions that span jurisdictions. The firm's reputation is built on client trust and a deep understanding of wealth management, estate planning, dispute resolution, and complex cross-border legal matters.

Description

• Document Management: Assist with document preparation by transcribing, formatting, editing, and managing files, including organizing documents for case preparation and submission. Handle electronic filings, create proofs of service, prepare courtesy copies, and adhere strictly to deadlines.
• Attorney Support: Conserve attorneys' time by coordinating and preparing correspondence, reports, and legal documents; scheduling meetings and conferences; and managing travel and courier services. Coordinate with team members to produce charts, visuals, and expense reports as needed.
• Calendar Management: Maintain attorney calendars, planning and scheduling conferences, depositions, and travel arrangements.
• Electronic Filing: Organize and maintain electronic filing systems (FileSite/iManage) and hard copies as needed, ensuring the secure handling of confidential client and case information.
• Meeting Coordination: Arrange conference rooms, prepare for video conferences, and provide technical support as needed.
• Client Communications: Act as a liaison for attorneys, following up on assigned tasks, obtaining information, and deciding when to manage or delegate matters.
• Billing Coordination: Assist with monthly billing, entering attorney billable and non-billable time, editing draft bills, and preparing final invoices for distribution. Track payments and outstanding invoices.
• Expense and Reimbursement Management: Submit and monitor attorney reimbursements and credit card expenses.
• Client Intake Support: Participate in new client intake, including conflicts checks and engagement letter preparation.
• Reception and Office Coverage: Assist with general office and reception duties when needed, supporting a collaborative office environment.
• Professional Development: Keep skills up-to-date by attending relevant training and development sessions, networking with peers, and participating in industry events.
• Additional Support Duties: Provide Notary and witness services to clients as required.

Profile

• Strong technical skills, including proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and familiarity with FileSite/iManage and Elite.
• Excellent command of English, including spelling, grammar, and style.
• Effective verbal and written communication skills and the ability to work collaboratively.
• Strong organizational skills and the ability to manage and prioritize multiple tasks.
• Experience preparing pleadings, briefs, exhibits, and other litigation documents, including familiarity with Federal and New York court electronic filing systems.
• Knowledge of legal terminology relevant to dispute resolution.
• Ability to work independently and as part of a team, with a proactive approach to anticipating and planning for attorney needs.

Experience and Education:

• Minimum of 3 years in a legal secretary or administrative role within a law firm or professional services environment, ideally within litigation or dispute resolution.
• Experience supporting high-level attorneys, partners, or managers.
• Notary certification in New York preferred.
• Bachelor's degree strongly preferred.

Job Offer

• Competitive compensation.
• Potential to go permanent based on performance.
• Looking to get someone started immediately.
• Benefits offered day one through Aetna.
• Hybrid work schedule.

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.