Job Description

About the Company - Adler Pollock & Sheehan (AP&S) is seeking a Legal Secretary for our Boston office. AP&S is a New England law firm representing local, national, and international clients in a wide range of complex legal matters. Since 1960, we have been committed to providing clients with the highest levels of legal services through a wide variety of practice areas in our three office locations: Providence and Newport, RI, and Boston, MA. Among the largest and most experienced in New England, our Litigation Department is recognized nationally for its high-quality work.

About the Role - Duties/Responsibilities:

• Document Preparation: Prepares accurate, error-free, and properly formatted legal papers and other documents such as reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough drafts, corrected copies, etc. Proofreads and edits documents for grammar, spelling, punctuation, and format. Files documents and emails in the Firm’s electronic document software. Distributes correspondence using scanning, PDF, email, or hard copy delivery.
• Scheduling: Schedules appointments, including meetings, conferences, etc. for team members. Coordinates workflow and prioritizes work so that all deadlines can be met. Reserves conference room(s) for meetings; arranges for special equipment and catering services.
• Client Service: Answer telephone calls and take accurate and complete messages, give information to callers, refer to others, or hold for team members. Provides relevant and timely information to clients and team members (including times when they are out of the office) in a professional, courteous, and effective manner. Retrieves voice mail messages and arranges conference calls.
• Time Entry/Billing: Inputs time entries on a daily, weekly, and or monthly basis. Opens new client and/or matter numbers; performs conflict checks; demands a pre-bill selection of monthly bills for attorney review; copies, mails, and forwards copies of finalized bills to the Accounting Department; maintains billing files; receives, copies, files, and submits client checks to Accounting Department.
• Filing: Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, and ongoing deals/cases. Provides retrieval of information, general document control, and updates materials. Closes files and sends to storage according to Firm policy.
• Travel & Expenses: Arranges travel schedules and reservations for team members. Process expenses for team members using the firm’s expense reimbursement system.
• Invoices: Process invoices to ensure timely payment to vendors.
• Mail: Reviews, prioritizes, and routes incoming mail. Prepares outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship. Coordinates messenger pickups and deliveries.
• Other: This position is also expected to back up team members by providing secretarial and administrative support to other attorneys.

Qualifications - Required Skills/Abilities:

• 2-5 years of litigation legal secretary experience
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software.
• Strong organizational and communication skills; Possess excellent verbal and written skills.
• Detail-oriented and highly focused.
• Capable of handling multiple responsibilities.
• Ability to work well in a team-oriented environment.

Pay range and compensation package - $70,000 - $100,000

Hours and Locations of Work- In-office, Boston-based position. Routinely, Monday through Friday, 8 am-5 pm, with availability for later daily hours and weekends if needed.

Job Tags

Similar Jobs