Position Overview
A Senior VAF Secretary plays a crucial role in supporting lawyers and legal teams in the litigation process. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will possess a strong understanding of legal procedures and terminology, as well as excellent communication and time management skills. They must also demonstrate professionalism and discretion when dealing with sensitive and confidential information.
Responsibilities
- Assistance to Lawyers:
- Provide comprehensive administrative support to lawyers during all stages of the litigation process.
- Prepare, revise, and format legal documents, including complaints, motions, and briefs.
- Format and proofread legal correspondence, agreements, and other documents.
- Organize and maintain case files, ensuring all relevant documents and correspondence are properly filed and easy to access.
- Conduct legal research to gather data and information related to ongoing cases.
- Prepare and organize exhibits, affidavits, and other evidentiary documents.
- Calendar Management:
- Manage lawyers' calendars and schedules, including coordinating meetings, appointments, and court appearances.
- Monitor and track key deadlines for filings, responses, and discovery requests.
- Prepare and update court appearance and deposition schedules.
- Coordinate travel arrangements and accommodation for lawyers and witnesses, as required.
- Communication and Correspondence:
- Liaise with clients, opposing counsel, court personnel, and other relevant parties to schedule meetings, depositions, and hearings.
- Maintain regular communication with clients to provide case updates and gather necessary information.
- Answer and screen phone calls, taking accurate messages and directing calls appropriately.
- Draft and send email correspondence on behalf of lawyers, ensuring accuracy and professionalism.
- Administrative Support:
- Manage and prioritize incoming and outgoing mail, emails, and faxes.
- Assist with billing and invoice preparation, as required.
- Maintain office supplies and ensure necessary equipment is functioning properly.
- Perform general administrative tasks, such as photocopying, scanning, and faxing.
- Assist with the preparation and coordination of trial materials, exhibits, and presentations.
- Follow office procedures and protocol, ensuring compliance with legal and ethical requirements.
- High school diploma or equivalent; an associate or bachelor's degree in legal studies is preferred.
- VAF Experience is non-negotiable as candidate will be doing VAF work.
- At least 2-3 years of experience working as a litigation secretary or in a similar role within a law firm or legal department.
- Strong knowledge of legal terminology, procedures, and document formatting.
- Proficiency in using legal case management software and other relevant technology.
- Excellent written and verbal communication skills.
- Exceptional organizational and time management abilities.
- Detail-oriented with a focus on accuracy.
- Ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Discretion and professionalism when dealing with sensitive and confidential information.
