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Location : California - Los Angeles
Refer to Job # JZAF703122
Legal Secretary/Assistant Duties: Provides high level assistance to a Shareholders and Associates as assigned to ensure client demands are met and timely, accurate completion of projects and tasks. Uses word processing and document management software (Microsoft Office 2010, including Excel, Workshare Compare, DM, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda and legal materials. Establishes and maintains paper and electronic client and administrative files, calendars and time records in compliance with current firm policies Interacts on a daily basis with departments within the Firm to facilitate highest possible support to the Shareholder and clients. Coordinate all aspects of the deadlines for the Shareholder s workload; provide reminders on work product that is due; act as gatekeeper on incoming work; follow up on meetings attended (both with internal and external contacts). Develops and maintains structures for internal group meetings and communications within the firm. Monitors tasks delegated by the Shareholder to associates and paralegals and confirms that work is completed by agreed upon deadlines. Prepares attorney expense reports, chargeable and non-chargeable time entries and client billings. Maintains Shareholder calendar and organizes travel, events, etc. for Shareholder. Prepares the Shareholder for all internal/external meetings. Answers, screens and places phone calls. Opens, reads and routes incoming mail. Manages Shareholder email account including assistance with culling email and filing in the firm Records Management system (VP Records). Manages current materials for business development purposes and works in conjunction with the Marketing Department on preparation of business development and marketing events and projects. Prepares papers and correspondence of a legal and non-legal nature. Transcribes dictation.
Qualifications: High School diploma or equivalent. Thorough knowledge of corporate transactions and closings, with 3+ years experience in this area. 3 years of experience working with a Shareholder and supporting a team of 3+ attorneys. Strong knowledge of corporate transactional and closing processes. Strong knowledge of legal terminology. Advanced proficiency in MS Word and formatting documents with typing speed of 65+ WPM . Ability to take ownership of tasks and projects and follow up as needed to ensure timely completion. Ability to communicate effectively and courteously with others. Ability to solve problems quickly and effectively. Experience with effective management of tasks and projects. Excellent innovation and creativity skills. Excellent presentation skills. Ability to read, interpret and follow instructions. Ability to work core business hours of 9:00 am 5:30 pm with flexibility for overtime, as required. Personable and professional. Able to prioritize tasks in a high-pressure environment. Strong organizational skills, ability to work independently on several projects at one time.
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