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Form of workJob Description
Global and highly reputable firm is adding to staff. Excellent benefits provided!
The Legal Secretary position is responsible for providing a broad range of secretarial and administrative support to attorneys, fee-earners, administrative personnel and clients. This role is resident in the New Haven office and is assigned to the Private Client and Tax division.
Essential Duties and Responsibilities
- Responsible for answering all incoming phone calls in a professional manner, answering questions where possible, intelligently directing calls, taking detailed messages where appropriate.
- Drafts letters and responses to IRS requests; collects and analyzes information; prepares charts, graphs, and other visuals.
- Supports fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, tax returns, reports and legal documents.
- Maintains attorneys' calendars by scheduling Zoom/Microsoft Teams meetings, conference, and travel.
- Compiles voluminous submissions to governmental agencies (often the IRS) with attention to detail.
- Coordinates team meetings and calendars team deadlines for IRS/State responses.
- Maintains hard copy and electronic filing system (FileSite/iManage)
- Schedules meetings with internal and external participants and arranges conferences, and travel arrangements.
- Communicates and obtains information from/for internal and external clients.
- Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
- Operates office equipment including photocopy machine, scanner, and fax machine.
- Maintains confidentiality of client and firm matters.
- Inputs attorney time into timekeeping software (3E) as needed.
- Prepares Chrome River reimbursements reports for assigned fee-earners as needed.
- Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
- Performs other job related duties as assigned.
Key Skills and Experience
- Has built a career assisting others and knows the level of attention this role demands.
- Comfortable speaking on the phone frequently, calmly and with confidence coupled with active listening skills.
- Comfortable using various ways to stay on top of to-do list.
- Enjoys fixing problems, as tax controversy is fundamentally helping clients with a problem.
- Is highly resourceful, composed and empathetic.
- Is energized by a sizeable fast-paced tax controversy practice.
- Proven capability in providing a high degree of client service in all interactions.
- Expertly leverages relationships to coordinate complicated calendars, prepare documents for meetings, track deadlines and contribute to ad hoc projects.
- Has 2+ years of administrative experience supporting multiple attorneys or senior leaders simultaneously, law firm experience preferred but not required
