Scheduling Secretary (Onsite- Legal Preferred)

Stark & Stark has an onsite opportunity opening in our Hamilton office for a Scheduling Secretary to join our team. Under the supervision of the Attorneys, the position provides scheduling support to the Attorneys, Paralegals, and Legal Secretaries within the group. The position is also responsible for carrying out general administrative duties needed for the daily operation of the practice group. This role is fully onsite and legal background is strongly preferred.

Responsibilities and Duties

Schedules meetings and conference calls for practice group, ensuring proper equipment is available and set up, appropriate conference rooms are reserved, and lunches are ordered as needed.  Submits tickets for Facilities and IT for required equipment.

Acts as client liaison.

Coordinates scheduling with the clients including but not limited to depositions, medical examinations, conference calls with attorneys, settlement process, expert witnesses and retainer agreements.

Coordinates scheduling with the Court including but not limited to case management conferences, scheduling conferences, settlement conferences, oral arguments, mediations, arbitrations, de bene esse depositions and trials.

Works with witnesses to produce and coordinate depositions of non-parties.

Responsible for managing calendars, contacts, and diary for the attorneys in the practice group.

Handles miscellaneous administrative duties such as screening calls, composing correspondence, proofing documents, creating and distributing office memos, copying, filing, faxing, mailing, and handling general office duties as needed.

Makes travel arrangements and registers Department staff for events. Processes expense reimbursements as needed.

Sorts and distributes Department mail and faxes.

Handles other responsibilities as directed.

Qualifications

Minimum, High School Diploma or equivalent.

Comprehensive knowledge of Microsoft Office is required.

Basic to intermediate arithmetic and computation skills.

Ability to maintain high level of discretion, judgment, confidentiality, professional and ethical standards in communications with both external and internal parties.

Able to organize and manage multiple tasks in a fast-paced environment and support multiple people.

Strong organizational and follow up  skills with the ability to see assignment through to successful conclusion.

Self-directed; able to think analytically and solve problems with little direction.

Persistent and diligent; able to schedule and reschedule events multiple times.

Able to demonstrate a customer service demeanor regardless of the person or issue at hand.

Detail-oriented and accurate.

Proficient at typing/keyboarding.

Abilities

Mental reasoning ability to solve problems, make decisions, read, write, interpret, and organize data in a fast-paced environment.

Ability to sit or stand at a desk viewing a computer screen for long periods of time, typing on a keyboard.

Ability to comprehend information visually on paper and a computer screen.

Ability to communicate via a telephone.

Ability to lift 20 lb. box of paper.

Ability to multitask with disciplined time management skills.

Benefits

Stark & Stark is committed to the health and well-being of its staff members. The firm offers a full range of benefits, including traditional major medical and hospitalization coverage, a prescription plan, a dental plan, a vision plan, life insurance, accidental death and dismemberment coverage, a profit sharing, and a 401(k) plan, paid vacation, and paid holidays. 

Equal Opportunity Employer

Stark & Stark’s policy is to make employment decisions based on merit, ability, and competence. Except where required by law, employment practices shall not be influenced or affected by an applicant’s or staff member’s race, color, religion, sex, national origin, age, or any other characteristic provided by law. Qualified minorities, females, veterans, and attorneys with disabilities are encouraged to apply. It is also our policy to provide a work environment that is free of harassment of any kind, including that which is sexual, age-related, or ethnic.

Mansfield Rule

As part of its continued efforts to actively recruit and advance the recruitment, development, and promotion of diverse lawyers, Stark & Stark is participating in Diversity Lab’s Midsize Mansfield Rule initiative. The Mansfield Rule is named for Arabella Mansfield, the first woman admitted to practice law in the United States. It measures whether law firms affirmatively consider diverse lawyers for hiring, advancement, and significant leadership roles.

Under this initiative, we strive for a candidate pool consisting of at least 30% women, attorneys from underrepresented racial and/or ethnic groups, lawyers with disabilities, and/or LGBTQ+ attorneys. The Mansfield Rule initiative also includes a commitment by Stark & Stark to be transparent in our internal governance, particularly with our selection guidelines and job descriptions for firm management roles and committees.