Legal Secretary

JVT Advisors; New Haven (CT); On-site; USD 45,000 - 60,000; Full time

Job summary

JVT Advisors in New Haven, CT, seeks a full-time Legal Secretary to support partners and lawyers within the Private Client team. The role involves on-site work four days per week, high-level administrative tasks, and confidential matter handling.

Ideal candidates will have prior Trust & Estate or Private Client experience, strong Microsoft Office skills, and the ability to manage complex calendars, travel, and document workflows in a fast-paced, international law firm environment.

Qualifications

• Previous experience as a Legal Secretary, Legal Assistant or Executive Assistant within a law firm or professional services environment.
• Experience supporting attorneys within Private Client.
• Strong working knowledge of Microsoft Office Suite, including Word, Outlook, Excel and PowerPoint.
• Experience with legal billing and document management systems desirable.

Responsibilities

• Provide proactive administrative and legal support to attorneys and legal teams.
• Manage complex calendars, scheduling meetings, conference calls and appointments across multiple time zones.
• Coordinate domestic and international travel arrangements, including itineraries, accommodation and expense processing.
• Prepare, format, proofread and amend legal documents, correspondence, presentations and reports.
• Assist with document production, filings and execution processes.
• Open new matters and assist with client onboarding procedures.
• Organize and maintain electronic and hard copy filing systems in accordance with firm procedures.
• Liaise with clients, external counsel, vendors and internal departments in a professional and confidential manner.

Skills

Communication skills

Organizational skills

Attention to detail

Client service orientation

Tools

Microsoft Office

Word

Outlook

Excel

PowerPoint

Legal billing systems

Document management systems

Job description

Full-time Legal Secretary needed in New Haven, CT. Four days on-site. Full benefits.

This opportunity offers the chance to join at an early stage and support the development of the firm’s US practice as a legal secretary within its Private Client team. Prior Trust & Estate and Private client planning preferred.

This is a key support role providing high-level administrative and organizational assistance to partners and lawyers, ensuring the efficient delivery of client work and day-to-day operations. This is an exciting opportunity to become part of an international law firm and support attorneys within a fast-paced, collaborative and professional environment.

Roles and Responsibilities

Attorney & Practice Support

Provide proactive administrative and legal support to attorneys and legal teams;

Manage complex calendars, scheduling meetings, conference calls and appointments across multiple time zones;

Coordinate domestic and international travel arrangements, including itineraries, accommodation and expense processing;

Prepare, format, proofread and amend legal documents, correspondence, presentations and reports;

Assist with document production, filings and execution processes;

Open new matters and assist with client onboarding procedures;

Organize and maintain electronic and hard copy filing systems in accordance with firm procedures;

Liaise with clients, external counsel, vendors and internal departments in a professional and confidential manner

Document & Transaction Support

Prepare engagement letters, legal documents and closing materials;

Assist with document management and version control;

Coordinate signature processes and manage execution copies;

Support preparation of presentations, pitches and business development materials;

Assist with printing, scanning, bundling and document distribution as required.

Team & Office Support

Support visiting attorneys and colleagues from international offices;

Coordinate meetings, conference room bookings and catering arrangements for client and internal meetings;

Receiving and sorting incoming mail where required;

Assist with wider office administration tasks where required;

Build strong working relationships across legal and business support teams;

Contribute positively to the collaborative culture of the office.

Skills and Experience

Previous experience working as a Legal Secretary, Legal Assistant or Executive Assistant within a law firm or professional services environment;

Experience supporting attorneys within Private Client;

Strong working knowledge of Microsoft Office Suite, including Word, Outlook, Excel and PowerPoint;

Experience with legal billing and document management systems desirable;

Preferred Skills

Excellent written and verbal communication skills, with the ability to present complex information in a clear and concise manner;

Proven ability to build and maintain effective working relationships with a wide range of stakeholders;

Demonstrates flexibility and adaptability in a fast-paced and changing environment;

Excellent organizational skills with the ability to effectively manage multiple priorities to tight deadlines;

Strong attention to detail and proofreading capability;

Professional, proactive and client-service orientated approach;

Demonstrates reliability and discretion, with the ability to handle confidential and sensitive information appropriately.