Senior Legal Secretary

DescriptionWho We Are:Lowenstein Sandler is a one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, New Jersey, Palo Alto, Washington, DC, and Utah. Our primary administrative offices are located in Roseland, New Jersey, where we are consistently ranked among the best places to work. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.What You Will Do: This position will sit in our New York, NY office and currently offers a hybrid work opportunity.The Senior Legal Secretary is a key member of the legal team, who puts clients first while helping attorneys maximize the amount of time they devote to client matters to ensure extraordinary client satisfaction. The Secretary performs an extensive variety of administrative tasks, maintains a general knowledge of the practice areasgroups of the firm, a specialized knowledge of the attorneys' practice area, while consistently producing an excellent work product.Essential Job Requirements:Practice Group SupportDrafts complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries) and anticipate attorneys' need for same.Demonstrates expertise in department-specific topics, procedures, and software (e.g., draft simple estate plan instruments, perform federal court filings, create closing binders, etc.). Accurately transcribes from tapes, handwritten materials andor dictation. May assist with ensuring attorney e-mails and documents are properly filed in imanage.Prints and organizes a variety of documents received in a range of formats.Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records and files, both within and outside of the Firm.AdministrativeFollowing the Firm's established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness. Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.Schedules and maintains timekeepers' calendars, where appropriate. Maintains lawyer-client contact information and other pertinent information in the Firm's client contact database puts, reviews, edits, and closes time entries through the Firm's web-based time entry program using Firm standards. Handles monthly client billing (paper and e-billing). Reviews billing pre-bills for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.Prepares attorneys' expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate clientmatter numbers.Coordinates travel arrangements through in-house Travel Department.Generates client conflict checks, opens new matters, and drafts and maintains client engagement letters.Coordinates file retention and retrieval with Records Department for file retrieval. Sets up and maintains timekeeper's work files, including daily and regular filing. Indexes and prepares files for off-site storage.Answers telephones and accurately takes and relays messages, as requested. Arranges for video conferencing and sets up conference calls.Volunteers for overflow work and ad-hoc projects as assigned.Actively seeks to maximize productivity and promote teamwork.Client ServicePuts clients teracts directly with a wide variety of clients in a friendly, helpful, and professional manner. Responds to customerclient requests, identifies issuesproblems in a timely manner, and seeks feedbackfollow-up as appropriate.Builds effective working relationships with clients and itiativeTakes initiative beyond routine responsibility.Seeks out and accepts new responsibilities.Seeks development opportunities to enhance skills.Participates in firm training opportunities; participates in training of other employees and staff members in order to promote cross-training of all employees, assists colleagues in learning new skillstasks in order to integrate them into the team. AccountabilityConsistently delivers high level client service.Owns mistakes and takes corrective action.Meets work deadlines as assigned.Meets firm standards for attendance and punctuality.Meets deadlines for all required firm processes.Work ManagementWorks well independently.Demonstrates dedication to producing quality work product.Detailed oriented when completing work anizes and prioritizes workload appropriately.Utilizes resources appropriately to complete work in the most efficient manner.Cooperates and demonstrates flexibility when facing change.Firm KnowledgeDemonstrates knowledge of the culture, practices, business, and structure of the firm.Demonstrates knowledge and adherence to basic firm policies, procedures and municationInteracts effectively and courteously, in person, by telephone, and in writing with clients, attorneys, supervisors, co-workers, and other business professionals.Proactively communicates the status of work.Asks for help. Understands the need to ask questions and seek guidance.Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.TeamworkBuilds effective relationships with coworkers.Participates and contributes fully as a team member.TechnologyUtilizes available technology to carry out job responsibilities.Determines most appropriate technology to accomplish a given task.Seeks ways to utilize technology to improve efficiency.Skills, Knowledge, and Abilities: Required skillsExcellent organizational skillsCreative and efficient problem-solver"Can do" attitudeWorking knowledge of Microsoft Office 60 wpm typing speedExcellent grammar, spelling, punctuation, and communication skillsAttention to detail and good organizational and analytical skillsFlexible attitude and the ability to deal well with changing assignments and prioritiesAbility to multi-taskExperienceFive (5)+ years of legal secretarial experience in a large law firm preferred.Keeps abreast of practice area processes as appropriate to the position.Thorough knowledge of office organization, workflow and procedures.Thorough knowledge and use of firm technology tools; share knowledge with colleagues.Demonstrates ability to multi-task and handle competing priorities without sacrificing attention to detail.Demonstrates ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients.Takes initiative to learn new skills that will contribute to enhanced performance of the role.Demonstrates ability to work independently as well as part of a team, as needed.Office Location: New York, NYSchedule: Full-time, Monday - Friday, 9:30AM - 5:30 PM (hybrid) Amount of Travel Required: 0The expected salary range for candidates meeting the requirements of this position is $90,000 to $100,000. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.Disclaimers:This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee. Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical andor mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Created: 2025-02-08