Stark and Stark is hiring: Scheduling Secretary (Onsite) in Hamilton

Job Overview

Under the supervision of the Attorneys, the position provides onsite scheduling support to the Attorneys, Paralegals, and Legal Secretaries within the group. The position is also responsible for carrying out general administrative duties needed for the daily operation of the practice group.

Responsibilities and Duties

Schedules meetings and conference calls for practice group, ensuring proper equipment is available and set up, appropriate conference rooms are reserved, and lunches are ordered as needed. Submits tickets for Facilities and IT for required equipment.

Acts as client liaison.

Coordinates scheduling with the clients including but not limited to depositions, medical examinations, conference calls with attorneys, settlement process, expert witnesses and retainer agreements.

Coordinates scheduling with the Court including but not limited to case management conferences, scheduling conferences, settlement conferences, oral arguments, mediations, arbitrations, de bene esse depositions and trials.

Works with witnesses to produce and coordinate depositions of non-parties.

Responsible for managing calendars, contacts, and diary for the attorneys in the practice group.

Handles miscellaneous administrative duties such as screening calls, composing correspondence, proofing documents, creating and distributing office memos, copying, filing, faxing, mailing, and handling general office duties as needed.

Makes travel arrangements and registers Department staff for events. Processes expense reimbursements as needed.

Sorts and distributes Department mail and faxes.

Handles other responsibilities as directed.

Qualifications

Minimum, High School Diploma or equivalent.

Comprehensive knowledge of Microsoft Office is required.

Basic to intermediate arithmetic and computation skills.

Ability to maintain high level of discretion, judgment, confidentiality, professional and ethical standards in communications with both external and internal parties.

Able to organize and manage multiple tasks in a fast-paced environment and support multiple people.

Strong organizational and follow up skills with the ability to see assignment through to successful conclusion.

Self-directed; able to think analytically and solve problems with little direction.

Persistent and diligent; able to schedule and reschedule events multiple times.

Able to demonstrate a customer service demeanor regardless of the person or issue at hand.

Detail-oriented and accurate.

Proficient at typing/keyboarding.