The Executive Legal Secretary performs specialized administrative support for the Office of the Legal Counsel and reports to the Legal Counsel and takes direction from other legal staff. Responsibilities include preparing draft correspondence; maintaining paper and electronic files; reviewing and proofreading documents; screening incoming mail and telephone calls; making travel and meeting arrangements; and performing miscellaneous functions. This position requires a high level of professionalism and confidentiality is critical in this position. A background and understanding of providing legal support services is strongly preferred.
The Executive Legal Secretary must have excellent written, verbal, and overall communication skills; be able to multitask, prioritize, and work well under pressure in a fast-paced environment; interact and work well with all levels of internal management and staff, as well as outside clients and vendors; must be flexible, proactive, highly-motivated, resourceful, professional, and efficient; must have strong decision making ability and pays attention to detail; and must have the ability to work independently with little or no supervision.
Skills Required
DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)
Performs general office duties including maintaining paper and electronic files and databases; photocopying, sending facsimiles, and preparing outgoing mail
Tracks and maintains files and case/matter management data
Takes and transcribes dictation
Receives, reads, screens, and logs incoming mail; distributes appropriately and act on routine matter
Receives and screens incoming telephone calls and refers to appropriate staff
Prepares and drafts correspondence including letters, memoranda, briefing, presentations, meeting minutes
Reviews, proofreads, and edits documents for correctness and completeness and to ensure they are grammatically correct and in approved format
Maintains appointment calendar and support travel needs for Legal Counsel including developing itineraries, making reservations and accommodations
Plans and executes meeting logistics
Maintains confidential or sensitive information and documents
Interacts with management, staff, and external parties with whom the Legal Counsel transacts business
Prepares rough draft or monthly and annual reports
Extended work hours and travel may be required
Performs miscellaneous functions and other related work as required
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of the Department’s organizational structure and functioning
Knowledge of the Virgin Islands’ laws, Government regulations, Government organization and functions, policies, regulations and procedures related to the Department
Knowledge of standard office administrative practices and procedures, including the use of standard office equipment
Basic ability to utilize the United States and Virgin Islands legal system resources
Strong skills in using correct English grammar, punctuation, and spelling to communicate thoughts, ideas, and information in writing
Excellent written, verbal, and overall communication skills
Ability to establish and maintain effective working relationships and relate comfortably at all levels with internal staff and external parties
Ability to be proactive in addressing problems and demands and handling unexpected obstacles
Ability to react quickly and positively in a fast-paced environment
Ability to identify, coordinate, and utilize resources needed to complete projects
Ability to work efficiently independently or as part of a team
Ability to sets well-defined and realistic goals and is motivated to achieve
Ability to manages own time and deals with stress effectively
Strong computer skills in Microsoft Office (Word, Outlook, PowerPoint and Excel) and Internet Explorer
Company Name: USVI Department of Education
Company Description: USVI Department of Education hires teachers and support staff for public schools and activity centers.
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