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This position requires the candidate to work as a team with the lead secretary to provide secretarial, administrative and project support to a senior Real Estate partner. Reports to the Secretarial Services Manager and Secretarial Supervisor and, on a daily basis, works under the direction of the lead assistant.
Duties & Responsibilities:
Using word processing software, prepares and processes correspondence and memoranda as well as basic legal documents from handwritten or dictation source (e.g., intranet, voicemail, etc.)
Proofreads documents and checks for appropriate formatting, spelling, and grammar.
Coordinates document preparation with the Document Production Center as needed. Coordinates duplicating, printing and/or PDF ing of documents.
Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.
Maintains partner s calendar for internal and external meetings, appointments, due dates, and client-related activities.
Enters partner s diary time entries.
Prepares expense reimbursement and disbursements requests.
Answers and places telephone calls and records telephone messages. Escorts clients to conference rooms for meetings.
Handles tasks delegated by the lead secretary.
Coordinates travel arrangements and follows up with car service companies to ensure arrival time/place accuracy, prepares itineraries and travel expense reports.
Coordinates conference room bookings request for meetings through Outlook and arranges: refreshments, audio/visual equipment, etc.) with conference booking personnel.
Prepares visitor clearance forms. Maintains and updates contact names and addresses in the contact database and Outlook.
Communicates effectively with clients and firm personnel at all levels.
Adheres to the Firm s attendance guidelines and works Monday-Friday 9:30 a.m. - 5:30 p.m.
Interfaces with other resource departments and individuals in the Firm.
May involve administrative assistance of a personal nature.
Performs other related secretarial and administrative duties as assigned.
Education: High school diploma required; college or business school desirable.
Experience: At least 3 years of experience as a secretary or previously held comparable position.
Skills and Attributes: Applicant must possess an accurate typing net speed of at least 60 words per minute.
Must be proficient in MS Office (Word, Outlook and Excel) and be open to learning new things. Must be able to navigate the firm s intranet and internet. Must also be honest, polite, respectful, hardworking and dedicated. Applicant must demonstrate good judgment with the ability to take direction and achieve the desired results. Good organizational and interpersonal skills are a must with an emphasis on attention to detail.
Must be dependable, have initiative, ability to problem solve and maintain a positive outlook. Must possess good communication skills in oral and written form with good spelling and grammar. Must be cooperative, ble to work in a team environment and take direction from the lead assistant.
Must be able to work in a fast-paced environment and remain calm while doing so. Must also be able to juggle a variety of assignments at once and meet deadlines. Demonstrates flexibility and is able to quickly switch gears as needs change and is available to work overtime when needed.
Also, must be discreet and able to keep matters confidential. Must not be easily intimidated.
by Jobble* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.
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