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Location : Texas - Houston
Refer to Job # GQAZ742185
Legal Secretary The candidate will provide administrative support for attorneys (typically 4-6) including document support, billing support, expense reports, travel arrangements, etc. Efficiently handles/sorts mail when attorney/paralegal is in or out of office; coordinates deadlines, such as courier messenger with Mail Services, completes cover letters, labels, air freight forms; oversees entire mailing process (including being responsible for those documents that go to duplicating prior to a mailing). Creates/maintains efficient filing system using LegalKey software. Accurately organizes documents and where applicable files documents in binders. Maintains files in electronic format when possible. Works with the billing analysts in Chicago to complete the billing process. Coordinate the processes of preparing client bills accurately and in a timely manner. Responsible for travel arrangement and coordinates with the Firms Travel Department. Completes office-related forms/reports with necessary information. Becomes familiar with firm software for expense reports, client management database, conflicts, new matter memos, processing invoices, new matter memos, etc. Timekeeping including entering/printing/posting attorney/paralegal time; maintains records; notifies attorney/paralegal of timesheet deadline. Enters own time into system and submitting overtime reports to Secretarial Manager. Responsible for phone coverage for assignments. Uses proper vocabulary; take messages accurately and legibly; handles calls and voice mail in attorneys and/or paralegals absence; maintains records of necessary names and phone numbers. Cover other desk assignments when needed and offers assistance to other secretaries on the team. Utilize firm resources to assure that all work is completed in a timely manner. Be aware of and receptive to any of the unique requirements of the assignment (e.g., large periodic mailings or distributions; highlighting attorneys commitments on Daily Docket Sheet, other special situations). Keep other departments up to date on upcoming closings, trials etc. so they are prepared to assist. All other special duties as assigned by Attorney, Paralegal, Secretarial Services Manager or Director of Administration.
The candidate should have High School Diploma or equivalent. Previous Legal Secretary Experience in Corporate, Transactional, Real Estate or Litigation as required for each specific position. 5+ years of secretarial experience in a large law firm preferred. Typing of 65 WPM preferred. Knowledge of Microsoft Office Suite, specifically Word, Excel and Powerpoint required. Excellent Spelling Skills essential. Able to manage the workload of five attorneys with minimal supervision. Good organizational skills are must.
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