Job Details

Responsibilities

• Prepare and draft engagement letters, conflict waivers, and client intake documentation with a high degree of accuracy.
• Manage client billing processes, including reviewing, editing, and finalizing pre-bills using internal billing systems.
• Process and submit expense reimbursements in accordance with firm policies and procedures.
• Maintain complex attorney calendars, coordinating meetings, deadlines, and scheduling logistics.
• Coordinate attorney registrations for conferences, seminars, and other professional events.
• Communicate with prospective clients during the intake process and assist existing clients with billing-related inquiries.
• Perform comprehensive document preparation, including redlining, formatting, and assembling final, signature-ready materials.
• Create, organize, and manage PDF documents, including compiling executed agreements and bookmarked files.
• Draft professional correspondence, including transmittal letters and other administrative communications.
• Prepare and organize closing books with a high level of accuracy and attention to detail.
• Process audit requests in a timely and efficient manner.
• Provide backup administrative and secretarial support to corporate attorneys and team members as needed.

Qualifications

• Minimum of 3-5 years of experience as a legal secretary, preferably within a corporate law firm environment.
• Experience supporting multiple partners and attorneys simultaneously in a fast-paced setting.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and legal document management systems (e.g., iManage).
• Strong organizational, multitasking, and written and verbal communication skills.
• Familiarity with client intake and conflicts processes preferred.
• Experience with legal and practice management tools such as Emburse (formerly Chrome River), Draftable, and DocuSign preferred.
• Ability to quickly learn and adapt to new legal, billing, and administrative systems.
• Strong attention to detail with a commitment to accuracy, quality, and follow-through.
• Resourceful with strong critical thinking skills and sound judgment.
• Proactive communication style, including ability to ask clarifying questions and confirm expectations.
• Strong sense of ownership and reliability in completing assignments accurately and on time.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.