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Title : Corporate Legal Secretary

Location : California - Palo Alto
Refer to Job # GSCF758169

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 will provide high quality and efficient legal/administrative secretarial services, by maintaining good client relationships and providing professional support to a team of attorneys, specialists, legal assistants, managers and directors. Relieve team members of clerical work and minor administrative and business detail. Work closely and effectively with others, strong communication and technical skills, ability to prioritize and establish work objectives, and the ability to work under deadlines, time pressures, and a generally high level of demand. Client Service: Answer telephone calls and take accurate and complete messages, give information to caller, refer to others, or hold for team members. Provide 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. Retrieve voicemail messages, arrange conference calls. Document Preparation: Prepare accurate, error-free, and properly formatted legal papers and correspondence from all drafts. Familiar with certain court procedures, formatting of briefs, pleadings and other legal documents if necessary. Compile, type, revise, combine, edit, print, and store documents. Compiles materials to be typed following written or oral instructions from supervisor or person requesting document to determine format desired, number of copies needed, priority, and other requirements. Read instructions and accompanying material or follow verbal instructions from supervisor or person requesting document to determine format and content required. Establish spacing, margins, type size, style and color, and other parameters, using computer and word processing software. Type, revise, and combine material such as correspondence, reports, records, forms, minutes of meetings, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, recorded voice dictation, or previous version. Check completed document for spelling errors, using software. Proofread and edit documents for grammar, spelling, punctuation, and format. Correct errors. Input data for revision or editing. Files documents and emails in the Firm s electronic document software. Distribute correspondence using scanning, PDF, email or hard copy delivery. Compile and type statistical reports. Time Entry/Billing: Input team members time entries daily. Open new client and/or matter numbers; performs conflict checks; request prebill selection of monthly bills for attorney review; make appropriate transfers, write-offs, and corrections; apply 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; maintain billing files; receive, copies, file and submit client checks to Accounting Department; prepare client audit reports; act as liaison with Accounting Department on past due receivables. Scheduling: Schedule appointments, including meetings, conferences, court dates, and depositions for team members. Coordinate workflow and prioritizes work so that all deadlines can be met. Arrange travel schedule and reservations for team members. Reserve conference room(s) for meetings; arranges for special equipment, and coordinates catering services. Mail: Review, prioritizes, and routes incoming mail. Prepare outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship. Coordinate messenger pickups and deliveries. Filing: Maintain current and orderly files according to Firm guidelines, including client files, chronological, administrative, materials for closings, court filings, and ongoing cases. Provide quick retrieval of information, general document control, and updates materials. Close files and sends to storage following Firm policy. The candidate should preferably have a Bachelor's degree, or relevant secretarial/administrative assistant work experience. Must be proficient in Microsoft Office Suite. Exceptional written and verbal communication skills are needed.

Email: jobs@lawfirmstaff.com NO CALLS PLEASE

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