Legal Secretary (Private Client & Tax)

Location

New Haven, CT | United States

Job description

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

Our global Am Law ranked firm client is seeking a legal secretary. The legal secretary position at our client's office is responsible for providing a broad range of secretarial and administrative support to attorneys, fee-earners, administrative personnel and clients. This role is resident in their New Haven office and is assigned to the Private Client and Tax division. 

Essential Duties and Responsibilities 

• Responsible for answering all incoming phone calls in a professional manner, answering questions where possible, intelligently directing calls, taking detailed messages where appropriate.
• Drafts letters and responses to IRS requests; collects and analyzes information; prepares charts, graphs, and other visuals.
• Supports fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, tax returns, reports and legal documents.
• Maintains attorneys' calendars by scheduling Zoom/Microsoft Teams meetings, conference, and travel.
• Compiles voluminous submissions to governmental agencies (often the IRS) with attention to detail.
• Coordinates team meetings and calendars team deadlines for IRS/State responses.
• Maintains hard copy and electronic filing system (FileSite/iManage)
• Schedules meetings with internal and external participants and arranges conferences, and travel arrangements.
• Communicates and obtains information from/for internal and external clients.
• Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
• Operates office equipment including photocopy machine, scanner, and fax machine.
• Maintains confidentiality of client and firm matters.
• Inputs attorney time into timekeeping software (3E) as needed.
• Prepares Chrome River reimbursements reports for assigned fee-earners as needed.
• Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
• Performs other job related duties as assigned.

Key Skills and Experience 

• Has built a career assisting others and knows the level of attention this role demands.
• Comfortable speaking on the phone frequently, calmly and with confidence coupled with active listening skills.
• Comfortable using various ways to stay on top of to-do list.
• Enjoys fixing problems, as tax controversy is fundamentally helping clients with a problem.
• Is highly resourceful, composed and empathetic.
• Is energized by a sizeable fast-paced tax controversy practice. 
• Proven capability in providing a high degree of client service in all interactions.
• Expertly leverages relationships to coordinate complicated calendars, prepare documents for meetings, track deadlines and contribute to ad hoc projects.
• Has 2+ years of administrative experience supporting multiple attorneys or senior leaders simultaneously, law firm experience preferred but not required

What Success Looks Like   

• Accomplishing team client service goals.
• Demonstrating by example what it looks like to succeed as a Team Member.
• Leading the team operationally to ensure success.
• Managing the partner's calendar to enable them to complete client work and think strategically and creatively for clients.
• Tackling new technology, challenge and projects with confidence.
• Inspiring the confidence of clients and referral sources (internal and external) who trust that they are in good hands and are routed in the right direction.

Job tags

Salary