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Title : Legal Secretary - Global Projects

Location : California - San Francisco
Refer to Job # JITG734848

Legal Secretary - Global Projects The candidate will handle duties and responsibilities: Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. Coordinates and tracks numerous legal matters of all types, including corporate transactions, commercial and employment matters, litigation, compliance, service of process handling and audit responses. Works as key team member with secretaries, paralegals, professional assistants, and attorneys as well as client personnel at all levels. Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents. Coordinates and/or books travel arrangements. Maintains and monitors attorney calendars. Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance. Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyers review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx s, etc. Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc. Answers telephones and delivers accurate and timely messages. Organizes and coordinates conference calls and client meetings. Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients. Inputs attorney time as needed utilizing the Firms time entry software. Interacts with clients, vendors, attorneys and staff to maintain good relations. Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending. Closes files per lawyer requests in Firm software, currently NBI. Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments. Prepares, tracks, and maintains attorney expenses in Chrome River. Runs conflict checks, opens new matters and revises existing matters using NBI software. Prepares new client matter requests and coordinates approval; conflict search processes; and new matter letters. Reviews and edits bills and related reports according to client billing arrangements and facilitates prompt responses to client billing inquiries. Maintains assignments contacts and reconciles with Interaction. Maintains and manages contacts, keeping contact information current and coordinating maintenance of contacts within Firm systems. Proofs documents/presentations. Reconciles assignments soft costs through WebEdit. Prepares expense reports and check requests. Understands and facilitates timekeeper time entry system. Assists in preparing and setting up closing binders and may need to assist during closings. Works as backup for other secretaries on the floor. Other projects as assigned by the Partner in Charge and Office Administrator. The candidate Should have preferably have Bachelor's Degree. Must have working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc. Must have working knowledge of New Business Intake, LegalKey, Intapp, InterAction, and Elite software. Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm. Must be able to perform essential duties of the position with time constraints and frequent interruptions. Must be reliable, a self-starter and have a professional demeanor. Read, write and speak English at the college level. Ability to work well in high pressure environments. Must have 5+ years experience: Work experience in a law firm environment, or related professional experience doing patent searches using Thomson or Questel Orbit tools and performing prior art searches.

Email: jobs@lawfirmstaff.com NO CALLS PLEASE

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