Legal Secretary #24-00637 Job at Vertex Global Solutions in New York

Our client is seeking an experienced and detail-oriented Legal Executive Assistant to provide specialized administrative and secretarial support to our attorneys/legal personnel in the Trusts and Estates practice area. The ideal candidate will excel in multi-tasking, managing complex documents, and providing excellent client service. This position supports multiple attorneys while ensuring confidentiality, efficiency, and high-quality work in a fast-paced environment.

Position: Fulltime / Permanent
Location: NYC
Hours: Monday - Friday | (9:30 AM - 5:00 PM) | Hybrid Schedule

Key Responsibilities:

• Document Preparation & Management: Generate, prepare, and organize legal documents such as wills, trusts, amendments, agreements, and powers of attorney. Assemble execution documents and certified excerpts of trust documents.
• Court Filings & Legal Documentation: Prepare and submit state court filings and manage the production of heavily formatted legal documents using MS Word. Proofread and ensure the accuracy of documents.
• Client & Calendar Management: Maintain and manage attorneys' calendars, schedule meetings, and arrange conference calls. Communicate with clients, handle inquiries, and ensure appointments are timely.
• Timekeeping & Billing: Input time entries for attorneys and assist in preparing client billing through firm software. Review and proofread invoices to ensure accuracy.
• Client Relations & Administrative Support: Greet clients and visitors, ensuring a professional firm image. Open new client matters and maintain accurate client and matter records.
• Travel & Expenses: Coordinate travel arrangements, prepare itineraries, and manage travel-related documentation. Prepare monthly expense reports for attorneys.
• File Management: Open, maintain, and close client files in an organized manner. Review and store inactive files according to firm procedures.

Qualifications:

• Education & Experience: High school diploma or equivalent required. Five+ years of progressive legal secretarial experience, preferably in the Trusts and Estates or Private Wealth practice area.
• Technical Skills: Proficiency in MS Word and familiarity with legal software like iManage, Outlook, Adobe Acrobat Pro, and others. Keyboarding speed of 65 wpm preferred.
• Organizational Skills: Strong ability to manage complex tasks, prioritize, and meet deadlines in a fast-paced environment.
• Communication Skills: Excellent written and verbal communication skills. Ability to interact with clients, attorneys, and staff with professionalism and diplomacy.
• Teamwork & Independence: Ability to work both independently and as part of a team, with strong problem-solving skills and initiative.

Additional Requirements:

• Ability to occasionally lift and carry up to 10 pounds of office supplies/files.
• Occasional overtime required to meet the needs of the position.

What We Offer:

• Hybrid work model with flexibility
• Comprehensive benefits package including medical/dental/vision, 401k with employer contributions, transportation benefits, and more
• Generous paid time off and disability policies