Corporate Legal Secretary in Palo Alto, CA| LawFirmStaff

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Title : Corporate Legal Secretary

Location : California - Palo Alto
Refer to Job # BAQX825756

This firm is often at the top of the list of prominent Boston law firms. Large and growing, these lawyers are well-connected throughout the Boston area, and are looking to increase the reach of their influence. With beautiful offices (that seem to go on and on...) the lawyers here are generally quite happy with their practice. Why? At the associate level, lawyers are given a bit more responsibility than your average law firm lawyer, and depending on the practice group, given quite solid training and structured mentoring. Although the partners are increasingly conscious of the billable hours of their associates, they are generally accessible. In particular, several of the litigation partners bring in high level litigation work and remain very involved throughout to monitor and guide the associates participation.
Corporate Legal Secretary The candidate prepares accurate, error-free, and properly formatted legal papers and other documents such as reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, etc. Proofreads and edits documents for grammar, spelling, punctuation, and format. Files documents and emails in the Firm's electronic document software. Distributes correspondence using scanning, PDF, email or hard copy delivery. Schedules appointments, including meetings, conferences, etc. for team members. Coordinates work flow and prioritizes work so that all deadlines can be met. Reserves conference room(s) for meetings; arranges for special equipment, and catering services. Answer telephone calls and take accurate and complete messages, gives information to callers, refers to others, or holds for team members. Provides relevant and timely information to clients and team members (including times when they are out of the office) in a professional, courteous, and effective manner. Retrieves voice mail messages, arranges conference calls. Input time entries on a daily, weekly and or monthly basis. Opens new client and/or matter numbers; performs conflict checks; demands pre-bill selection of monthly bills for attorney review; makes appropriate transfers, write-offs, and corrections; applies retainers, on account fees, and on account disbursements for third-party billings; handles special billing requests from clients, i.e., travel detail, special billing formats; copies, mails and forwards copies of finalized bills to Accounting Department; maintains billing files; receives, copies, files and submits client checks to Accounting Department; prepares client audit reports; acts as liaison with Accounting Department on past due receivables. Maintain current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, and ongoing deals/cases. Provides retrieval of information, general document control, and updates materials. Closes files and sends to storage according to Firm policy. Arrange travel schedule and reservations for team members. Process expenses for team members using the firms electronic expense reimbursement system. Process invoices through Chrome River, the Firm's expense management software to ensure timely payment to vendors. Review, prioritize, and route incoming mail. Prepares outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship. Coordinates messenger pickups and deliveries. 2 years of strong transactional legal secretarial experience required. Excellent time management skills with the ability to work under demanding time pressures and deadlines required. Keen attention to detail required. Strong communication and technical skills required. Strong organizational skills required. Ability to prioritize and establish work objectives required. Solid working knowledge of all Microsoft Office Suite of programs required. Knowledge of billing and other CMS/DTE functions is a plus. Prior experience supporting a transactional practice is a plus.

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