Senior Legal Secretary

About the Role

The Port Authority of New York & New Jersey (the “Port Authority”) Law Department seeks an experienced and highly organized Senior Legal Secretary to join its Manhattan-based 100+ person team.  The successful applicant will be responsible for providing comprehensive legal support and a wide range of highly confidential administrative duties for attorneys within the Law Department.

A senior legal secretary serves as a key resource within the Law Department and is expected to exercise sound judgement, discretion, and initiative when handling sensitive and confidential information. This role facilitates the efficient delivery of legal services by coordinating complex matters and preparing and maintaining legal documents and records, managing schedules and deadlines, and supporting attorneys throughout various legal and administrative processes.

Responsibilities

Administrative Litigation Support

• Interface with numerous constituents and stakeholders, including, executives and staff at all levels, judges and other court personnel, law firms, external agencies and other entities.
• Provide comprehensive administrative support to litigation attorneys by scheduling meetings, arranging independent medical examinations (IMEs), answering telephones, handling correspondence, maintaining attorney files, and serving as the primary point of contact for internal and external communications.

Legal Document Preparation

• Assist with preparation, (including printing of trial binder materials), scanning, and mailing of legal correspondence, pleadings, motions, discovery requests, notices, memoranda, deposition notices, and trial documents.

Records and Case File Management

• Maintain electronic and physical litigation files (this includes ALL records relevant to the file whether in paper form or electronic form) within Law Manager, High Q, M-Files, Vault, shared drives, and other case management systems. Responsibilities in this area include uploading scanning, indexing, filing, properly naming and retrieving documents while ensuring records remain organized and accessible.

Office Operations

• Perform additional operational support including submitting invoices for payment, handling FedEx/USPS mailings, processing petty cash, coordinating conference rooms, filing all incoming mail and electronic mail into the S drive and M files, and assisting with SAP reimbursements and other administrative functions.

Client and Attorney Coordination

• Coordinates communications with attorneys, opposing counsel, medical providers, experts, witnesses, and internal departments to facilitate efficient litigation support while maintaining confidentiality and professionalism. 

Projects and Assignments (outside scope of normal daily duties)

• Review and complete new assignments.
• Support continuous improvement efforts to improve production time.

Minimum Qualifications

• Applicants must currently have at least seven (7) years full-time paid litigation related secretarial work experience.
• Ability to work collectively and ethically, considering multiple stakeholder viewpoints and various client interests.
• Ability to engage colleagues, internal clients and external contacts in a collegial and business-friendly manner.
• Applicants must meet all performance and attendance standards and have completed all probationary periods.

Desired Qualifications

• Detail-oriented with strong analytical and drafting skills, accompanied by outstanding communication skills.
• Maintain confidentiality, handle all information with high level of discretion and professionalism.
• Understanding of governmental agencies and willingness to adapt to changing circumstances and needs.
• Ability to work in a fast-paced, collaborative office environment, with demonstrated flexibility and resourcefulness in analyzing and resolving a wide range of complex and novel matters.
• Strong working knowledge of Microsoft Office Suite (Access, Excel, One Drive, Outlook, PowerPoint, Share Point, Word), Adobe Acrobat and familiarity with document/matter management systems (Westlaw, Best Authority; LawManager & M-Files.

Selection Process

The application process varies by position, but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.