Secretary

Troutman Sanders LLP - New York, NY (30+ days ago)4.0


JOB SUMMARY:

The Secretary provides administrative support and secretarial duties for attorneys and other timekeepers within the Intellectual Property Section. They will perform a wide variety of administrative tasks, which includes providing a high level of customer service, while consistently producing an excellent work product. He/she must be able to anticipate, plan and proactively meet the business needs of the attorneys and other assignments while maintaining a general knowledge of the assigned timekeeper’s practice area(s) and clients in order to ensure extraordinary client satisfaction.

Essential Job Functions:

  • Read, sort and distribute incoming mail electronically; prepare materials for mailing, including envelopes, labels and various forms.
  • Scan legal documents to firm’s electronic document management system in accordance with established procedures.
  • Prepare routine correspondence, documents, reports and/or other related items.
  • Responsible for proofreading document(s) for accuracy and completeness.
  • Receive and act upon client instructions, including confirmations, acknowledging receipt of instructions, etc.
  • Coordinate travel arrangements through firm’s travel agency.
  • Create and maintain a desk reference guide for procedures, outstanding and unusual client/attorney requests, and special instructions relating to duties for easy access by others to support assigned attorneys or others as assigned.
  • Schedule and maintain calendars for attorneys or others as assigned calendars, where appropriate; and maintain attorney-client contact information and other pertinent information in the firm’s client contact database program.
  • Input and edit attorney time entries and confirm appropriate client and matter association.
  • Input attorney and others expense reports.
  • Responsible for client billing (paper and electronic billing); review billing for accuracy and completeness; perform client and timekeeper inquiries and narrative edits as needed.
  • Process invoices for vendors and foreign counsel.
  • Responsible for opening new matters accurately and consistently.
  • Ability to search various websites in order to locate information to provide documentation to clients or others.
  • Provide backup support to other team members to assist in meeting the goals of the office and/or others in the IP Section.
  • Assist with file transfers, including incoming and/or outgoing.
  • Schedule use of conference rooms.
  • Perform other duties as assigned.

Qualifications & Requirements:

  • Possess strong oral and written communication skills to effectively interact with attorneys.
  • Ability to read and comprehend materials involving legal and technical matters.
  • Ability to work well independently and with others to accomplish goals.
  • Ability to compose, proofread and edit (e.g., punctuation, grammar, spelling) routine memorandums and correspondence, including emails.
  • Identify and respond to internal and external client inquiries in a timely manner and seek feedback/follow-up as appropriate.
  • Willingness to seek out and accept new responsibilities; including development opportunities to enhance skills.
  • Take ownership of assigned work responsibilities through completion.
  • Demonstrate a keen sensitivity to urgent attorney requests and strong organizational skills.
  • Possess a strong attention to detail and accuracy.
  • Ability to exercise discretion and confidentiality in maintaining firm and client information.
  • Ability to effectively communicate and present information as well as respond to questions from lawyers, staff, clients and the general public.
  • Ability to interpret a variety of instructions furnished in written or oral form.

Education and/or Experience:

  • Bachelor’s degree or equivalent experience;
  • Minimum one (1) year of experience in a law firm environment and three (3) years as secretary;
  • Prior experience with Intellectual Property patent and trademark prosecution matters helpful;
  • Proficiency in MS Office Suite; and
  • Flexibility to work additional hours as necessary.

Job Type: Full-time