Legal Secretary

SUMMARY:

Responsible for providing full administrative support services to the transactional team while remaining flexible to provide assistance in various critical areas throughout the Firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

Draft, review, proofread, format legal documents (at attorney’s direction), letters, emails, and other forms of communication for transactional team.

Copy and deliver letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, email, or courier service.

Properly file legal documents with the Courts and government agencies both at the federal and state level.

Ensure compliance with client and firm guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements.

Open new files, perform conflict checks, and draft engagement letters to clients. Upon matter completion, close and prepare files for archives.

Maintain accurate matter, client, and other files to include inventory, tabulations, digital records, and task information.

Ability to research documents, file systems, and document repositories based on transactions to find specific terms, information, quantities, and requirements.

Assist attorneys with prebills, bills, collecting accounts receivable, and trust account balances.

Maintain attorney calendars by scheduling meetings and denoting due dates for filings, responses, closings and date-specific tasks or events.

Process incoming mail by reviewing, saving to client matter, and routing to appropriate attorney.

Assist with executing documents via Docusign.

Answer, screen, and make calls for attorneys, communicating with professionalism, respectfulness, and tact.

Participate in team meetings, contributing to the workflow, task organization, and task tracking.

Perform other duties as requested. 

Ability and willingness to learn and become proficient in a wide variety of software systems.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Knowledge of various SEC, USPTO, state, and Federal regulations and filing requirements. Experience with Carta/Cake is preferred.

Knowledge of various legal document formats including, but not limited to, board and shareholder approvals, state and federal filings, corporate documents creating and dissolving companies, stock issuance documents, capital raise documents, and capitalization tables.

Knowledge of financial distribution and reimbursement systems.

Broad knowledge of terminology (legal, financial, technological, other) as it relates to the particular practice area(s).

Demonstrate spelling, dictation, and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.

Demonstrate organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.

Ability to demonstrate impeccable integrity in confidential matters.

Interpersonal skills necessary in order to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with courtesy, diplomacy and tact.

Comprehensive computer and office equipment experience.

Work occasionally requires more than 40 hours per week to perform the essential duties of the position.

Work requires sitting, bending, stooping, computer keyboarding and continuous use of hands, telephone contact, reading, and may require lifting of 25-50 lbs. or more.

Under certain circumstances, the Firm may substitute experience for educational requirements and vice versa.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.