Legal Secretary

New Haven, CT 06510

Job Number: 6832 Salary Range: $65,000-$80,000

Job Description

Our client is seeking an experienced Legal Secretary to join our Private Client and Tax division. In this role, you will provide essential secretarial and administrative support to our attorneys, administrative personnel, and clients. Your contributions will play a vital role in maintaining the smooth operation of our team and delivering top-notch client service.
Primary Responsibilities:
  • Professionally handle incoming phone calls, offering assistance and directing inquiries as needed, while ensuring accurate message-taking.
  • Draft and prepare letters and responses to IRS requests, collect and analyze information, and create visual materials.
  • Assist fee-earners and clients by managing correspondence, tax returns, reports, and legal documents.
  • Maintain attorneys' calendars, scheduling Zoom/Microsoft Teams meetings and organizing travel arrangements.
  • Compile comprehensive submissions to governmental agencies, paying meticulous attention to detail, especially for IRS-related matters.
  • Coordinate team meetings and track deadlines for IRS/State responses.
  • Maintain hard copy and electronic filing systems (FileSite/iManage) to ensure efficient document organization.
  • Schedule meetings with internal and external participants and arrange conferences and travel logistics.
  • Facilitate communication with internal and external clients, serving as a key point of contact.
  • Support the New Client Intake process, including conducting conflicts checks, managing matter details, and preparing Engagement Letters.
  • Operate and maintain office equipment, including photocopiers, scanners, and fax machines.
  • Uphold the confidentiality of sensitive client and firm information.
  • Assist in entering attorney time into timekeeping software (3E) when necessary.
  • Prepare Chrome River reimbursement reports for assigned fee-earners as required.
  • Collaborate in coordinating the monthly billing process with accounting and assigned partner(s), including invoice preparation and transmission.
  • Fulfill additional job-related tasks and assignments as requested.
Key Qualifications and Skills:
  • Proven experience in a support role with a keen understanding of the level of attention and professionalism this role requires.
  • Proficiency in managing phone interactions, demonstrating composure, confidence, and active listening.
  • Strong organizational skills and the ability to effectively manage tasks and priorities.
  • Enjoyment in troubleshooting and problem-solving, with a focus on assisting clients in addressing their issues.
  • Resourceful, composed, and empathetic, thriving in a fast-paced environment.
  • Proficient in coordinating complex calendars, document preparation, deadline tracking, and contributing to projects.
  • A minimum of 2 years of administrative experience supporting multiple attorneys or senior leaders simultaneously, with law firm experience being a plus but not mandatory.
  • A high school diploma is required, while a Bachelor's degree is preferred.

Meet Your Recruiter

Danielle Miele
Technical Recruiter

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