Real Estate Litigation Legal Secretary-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, Litigation
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 Real Estate Litigation Legal Secretary provides comprehensive administrative and legal support to attorneys within the Firms Real Estate Litigation 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 Litigation practice is strongly preferred.
JOB RESPONSIBILITIES
Provide high-level administrative and legal support to attorneys handling complex litigation matters from inception through trial.
Manage attorney calendars, including court appearances, depositions, client meetings, internal meetings, filing deadlines, and other case-related commitments.
Handle billing, including reviewing and editing pro formas, coordinating billing adjustments, monitoring billing deadlines, working closely with the Billing Department, and assisting with client billing inquiries.
Accurately enter and maintain attorney time and ensure time entries are completed and released in accordance with Firm deadlines and client billing requirements.
Draft, revise, proofread, format, and finalize legal documents, correspondence, pleadings, briefs, motions, and other litigation materials, ensuring accuracy and consistency with Firm and court requirements.
Serve as a key point of contact for clients, providing polished, professional, responsive, and discreet client service and regularly communicating with clients regarding meetings, case-related logistics, billing, and other administrative matters.
Maintain a high level of professionalism and discretion when interacting with high-profile clients, attorneys, courts, opposing counsel, vendors, and other external contacts.
Anticipate attorney needs, proactively manage competing priorities, and follow through on assignments with minimal supervision.
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.
