Litigation Secretary

This is a Full Time Job

Litigation Secretary in Entertainment Law

DESCRIPTION:

OVERVIEW:
Solid, well established and premiere Transactional Entertainment-based Law Practice seeking an experienced Litigation Secretary to join the firm and support two Partners and a Paralegal. This position will be responsible for a broad range of litigation and administrative support duties. The successful candidate must possess the ability to stay several steps ahead and anticipate the needs of an extremely busy team. The position requires a high-level discretionary decision-making as well as the ability to manage multiple tasks to meet deadlines while effectively operating in a fast-paced environment and addressing constant interruptions daily. Seeking someone who is a diligent problem solver, who can shift gears as priorities change and knows the ins and outs of litigation departments. Work is exciting, diverse, and dynamic. Office culture is inclusive, authentic, and a close-knit group of 50 and growing.

RESPONSIBILITIES:
Working with firm leadership, partners, and assigned attorneys:
• Schedule appointments, make arrangements for meetings and conferences, and execute travel.
• Draft, input, revise, and finalize routine correspondence, memoranda, and other legal documents.
• File legal documents in federal and state courts, including e-filing in all courts and agencies; prepare documents for service of process; prepare case 'shell' documents for use by attorneys.
• Verify all attachments, exhibits, and enclosures are included with transmittal letters/memos.
• Proofread documents and check for appropriate formatting, spelling, and grammar.
• Maintain positive contact and strong relationships with clients and colleagues.
• Review all incoming mail, distribute to teams as needed, and upload to the DMS.
• Prepare documents and packages for mail, messenger, and overnight delivery.
• Prepare expense reports, manage vendor invoices, mailings, and request checks as needed.
• Enter attorney time; send time entry reminders when required.
• Process client billing; assist with review and editing of bills as necessary.
• Complete client/matter intake forms and open new files, make requests for checking for conflicts of interest, and prepare files to be closed.
• Coordinate and follow through on requests and projects with other support departments including receptionists, file/document clerks, and office services.
• Provide overflow and absence coverage assistance as well as administrative support for assistants to Team Members' attorneys.
• Efficiently communicate with attorneys, colleagues, and client teams (oral and written communications) with exceptional interpersonal and written communication skills.

CHARACTERISTICS FOR SUCCESS:
• MUST have 3-5 years' experience as a Litigation Assistant.
• Must be well organized, highly efficient, and pay close attention to detail.
• Manage high and prioritize high volume of tasks and projects quickly and with strong follow-through.
• Resourceful and creative problem solver.
• Excels when multitasking, meeting deadlines in fast-paced environments.
• High level of integrity, discretion, and handling confidential information.
• Professional with a collegial manner; able to interface with clients and other professionals.
• Proficiency in eFiling in State and Federal Courts and all court procedures.
• Ability to produce TOCs and TOAs accurately.
• Proofread and redline work for accuracy of copy, format, grammar, punctuation, and syntax.
• Partner with case teams on key court filings.
• Thorough knowledge of MS Office applications including Word and Outlook, as well as Adobe.
• Proficient in Outlook, iManage, Compulaw, or other document management systems.
• Able to prioritize urgent issues effectively, manage them proactively, and maintain a positive, can-do attitude.
• BA/BS degree a plus.

DETAILS:
• Monday through Friday, 8:30 - 5:30, available to work paid OT occasionally.