-NYC-
HOURS: Monday Friday (Hybrid position: 3 days in NYC office)
9:30 a.m. - 5:30 p.m.
REPORTS TO: Director of Human Resources/Co-chair, Trust & Estates
This Position Description is intended to reflect in general duties and responsibilities and is not to be interpreted as all encompassing. Nothing in this job description restricts the Firms right to assign or reassign duties and responsibilities to this job at any time.
JOB SUMMARY
The Tax Legal Secretary provides comprehensive administrative and legal support to attorneys within the Firms Tax practice. This role requires a highly organized, polished, and tech-savvy professional who can effectively manage multiple priorities in a fast-paced law firm environment while maintaining a high level of accuracy, discretion, and attention to detail. The ideal candidate will possess strong technology skills, excellent written and verbal communication abilities, and the ability to anticipate attorney needs, exercise sound judgment, and independently follow assignments through to completion. This individual must be professional and responsive when interacting with attorneys, clients, colleagues, and external contacts and be comfortable utilizing Microsoft Office and various legal technology platforms, including document management, time-entry, billing, and expense systems. Prior experience supporting attorneys in a Tax practice or other sophisticated transactional practice is strongly preferred.
JOB RESPONSIBILITIES
Draft, revise, and format estate planning documents including wills, trusts, powers of attorney, healthcare directives, and related items.
Maintain and manage a sophisticated filing system for multiple estates, ensuring estate planning, probate, administration, financial, and related documents are accurately organized, maintained, and readily accessible.
Greet and assist high-profile clientele, providing a polished, professional, and discreet client experience while maintaining the highest level of confidentiality.
Proofread legal documents for accuracy, completeness, and proper formatting.
Schedule client meetings, attorney calls, and document execution appointments.
Maintain attorney calendars and manage deadlines.
Coordinate document signing, notarization, and witness arrangements.
Format and edit documents and correspondence, engagement letters and opening new client matters.
Manage, assess and provide initial editing of invoice pro formas and coordinate with billing department on finalizing invoices. Communicate directly with clients regarding billing inquiries.
Enter attorneys time and submit expenses.
Provide back-up secretarial assistance as needed and general support for ad hoc projects.
Must be able to handle multiple tasks in a very fast-paced environment.
Perform other work duties as assigned.
SKILLS AND REQUIREMENTS
Background in managing high volume of invoices and billing inquiries.
Possess strong computer skills: MS Office Suite, specifically in Microsoft Excel and Microsoft Word, iManage, 3E, Chrome River, Kofax and Laurel AI.
Must possess strong interpersonal skills with a proactive approach and sympathetic attitude in dealing with confidential matters.
QUALIFICATIONS
High School Diploma or GED equivalent
5+ years as an Executive Assistant or Legal Secretary in a law firm or professional services environment.
Proficiency in Microsoft Office Suite and legal document management systems.
Excellent proofreading, organizational, and time management skills.
Ability to maintain strict confidentiality and exercise sound judgment.
Strong communication and client service skills.
This is a hybrid role with the expectation of 3 days in the office.
