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Title : Legal Secretary

Location : California - San Francisco
Refer to Job # UKCN722270

Legal Secretary Candidate will be progressively exposed to the complete range of tasks that a legal secretary undertakes. Will be assigned to teams with at least one experienced secretary who will provide oversight, guidance and integration to the firm s general approach to provision of secretarial services. Duties will include: Provide secretarial and administrative support in a Secretarial Service Center (SSC) consisting of a team of 2 or 3 secretaries. Coordinate and maintain effective office procedures and efficient work flow; comply with policies and procedures set by the Firm; establish and maintain harmonious working relationships; foster an atmosphere of teamwork and cooperation. Work effectively with other secretaries within the assigned SSC; provide occasional coverage to other SSC s on the floor when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared work space and be accessible to both lawyers and other secretaries. Schedule client meetings, reserve conference rooms, coordinates audio visual equipment and food needs via CovReservations. Registers Firm guests through Passage Point. Coordinate all aspects of lawyers travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel reimbursements in a timely manner; maintain Outlook calendar and monitor crucial due dates for lawyers as required. Organize, coordinate and communicate pertinent information with other team members. Monitor lawyers incoming emails as directed and when required. Answers phones and direct callers as required. Receive, register and assist visitors as required. Type, revise and proofread general correspondence, memos, legal documents, reports in Excel, etc. from various sources (e.g., handwritten notes, tape dictation). Prepare draft communication outlined by lawyer as required. Ensure accuracy and clarity of all work product in a timely manner. Utilize iManage document management system effectively as a central repository for all matter related documents. Establish and maintain records of documentation in a searchable electronic formats (hard copies only when necessary). File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested. Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required. Maintain lawyers time in 3E, proofread and submit finalized time to Accounting on a daily basis (unless client directs otherwise). Maintain knowledge of client requirements for billing and prepares client billing as required. Prepare New Business Matter and updates list of client/matter codes. Maintains and follows through on all client billing matters. Maintains appropriate sense of urgency and completes all work assignments within agreed upon deadlines. Creates and maintains up-to-date lawyer preference information supported by the SSC reflecting specific instructions and expectations of the lawyers. Perform other duties as necessary and as assigned by supervisor for efficient functioning of the Department. Requirements: High School diploma or equivalent is required; college degree strongly preferred. Relevant prior work experience preferred. Excellent written and verbal communication skills. Excellent interpersonal and organizational skills. Excellent attention to detail and ability to multi-task in a high paced environment. Ability to prioritize, coordinate work, juggle multiple competing priorities and manage deadlines. Ability to maintain confidential information. Ability to manage workflow and delegate projects as necessary. Ability to think critically and analytically in a pressured environment. Ability to clearly and effectively communicate with various levels of staff within the organization. Ability to work productively and cooperatively with other employees. Ability to constantly learn new skills as they become necessary. Strong Microsoft Office and Adobe Acrobat skills required.

Email: jobs@lawfirmstaff.com NO CALLS PLEASE

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