Legal Secretary - Bilingual Japanese

Under general supervision, performs complex secretarial, administrative, word processing, and clerical support activities related to the specific work and function of assigned attorneys and paralegals for our US and Japanese clients. Works with attorneys and supervisors to assist in allocation of work load. Participates in on-the-job training of others. Responsible for monitoring and expediting workflow for department or team. Provides a high degree of leadership and acts as a resource to all staff. May provide leadership to project team. May assist in screening, interviewing, and hiring of new staff employees. Overtime may be required. Ensures client services and satisfaction are attained in all areas of position. Essential Functions Client Service 1. Consistently promote and model the Firm's Client Service Principles in teamwork, work product, and personal interaction. 2. Ensure exemplary client service to all internal and external clients; proactively promote client service throughout department and among teams; respond to peer requests with recognition that request serves a client or Firm need. Document Preparation 1. From transcribing equipment, drafts, handwritten notes, or oral instructions, type a variety of correspondence, reports, memoranda, and legal documents in Japanese and English required by the attorneys/legal assistants to whom assigned. 2. Handle simple translation as required.. 3. Proofread, photocopy, assemble, and distribute prepared material as necessary. 4. Coordinate lengthy document production with Word Processing personnel. 5. Keyboard or scan and revise a variety of documents. 6. Redline documents as directed. Correspondence 1. Originate correspondence as directed. 2. Review and route incoming correspondence. 3. Work on immigration forms from client correspondence. 4. Anticipate response and provide drafts for outgoing correspondence. 5. Show advanced knowledge and understanding of the preparation of engagement and opinion letters. 6. Show advanced knowledge and understanding of preparation of business development letters. 7. Guide Audit Response inquiries without supervision. Timekeeping & Billing 1. Prepare, edit, proofread, and/or close daily timenotes as directed by assignments; may help create draft timenotes from calendars and notes. 2. Under general direction from partner and accounting personnel, edit, proof and complete complex clerical procedures relating to billing for clients; may assist in collection efforts. Administrative Support 1. Calendar due dates, speaking engagements, meetings, and deadlines. 2. Schedule appointments and interviews. 3. Create and maintain files and indices. 4. Screen and route telephone calls. 5. Receive and direct clients and visitors. 6. Coordinate travel arrangements with travel agency and Firm's Travel Coordinator. 7. Handle routine client/non-client inquiries with little or no guidance. 8. Perform research as directed. 9. Coordinate resources to ensure multiple and complex tasks/activities are completed as required. 10. Provide guidance (i.e., mentoring) for new employees. 11. Provide other project services as requested by the Administrative Manager. Professional Development 1. Remain current in industry trends in Legal Secretaries and the legal profession. 2. Ensure expertise in technology relevant to the position; proactively use most current technology to further teamwork, client service, and efficiency. 3. Participate on projects that increase the value of services to clients, attorneys, timekeepers and the Firm. 4. Ensure client service and performance consistently meet Career and Compensation Management Program (“CCMP”) expectations for Matrix Level 5. 5. Regularly review position against Matrix expectations and develop goals to further increase position value. Confidentiality Ensure compliance with the Firm’s Confidentiality Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately. Safety Practices Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building. Other Duties Other duties as assigned. Qualifications Education and Experience 1. Must be fluent in Japanese and English (written and verbal). 2. Proficient in WORD and Outlook (in Japanese and English) 3. Proficient in essential software programs related to functions (i.e., Carpe Diem, Elite, FileSurf, AutoMat, Reserve Login, etc.). 4. Advanced knowledge of Excel and PowerPoint may be required. 5. Advanced knowledge of court structure and system. 6. Advanced knowledge of court rules and court websites. 7. Proficient in Legal Solutions Plus. 8. Advanced knowledge and understanding of calendaring due dates and calculating response dates. Teamwork and Applied Skills 1. Ability to accurately index court-filed and discovery documents. 2. Ability to accurately prepare, file and effect service of documents in federal and state courts with limited guidance, including coordination of internal and external resources to complete court filings and service of documents. 3. Ability to accurately prepare and complete service of discovery documents. 4. Ability to accurately prepare and complete an efiling. May provide guidance to staff. 5. Ability to effectively manage and maintain large, complex cases, including communication lists, distribution lists, service lists, and mailing labels. 6. Under limited guidance may prepare drafts of court documents, discovery or court forms without supervision. Company: Special Counsel, Inc. Status: Full Time, Employee Location: New York, NY Job Category: Legal Career Level: Experienced (Non-Manager) Work Experience: 2+ to 5 Years Education Level: High School or equivalent