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Legal Secretary

Title : Legal Secretary

Location : California - Palo Alto
Refer to Job # TVDK727154

This large international New York law firm founded in 1934 has established a full-service presence. Clients include large corporations and individuals as well as small and medium-sized businesses. The firm represents a wide range of industrial, financial and commercial enterprises, both publicly and privately held. Firm lawyers represent clients in every state as well as numerous foreign jurisdictions. The firm is organized by legal specialization: corporate, e-commerce, employee benefits, estate planning, government and regulatory affairs, health law, intellectual property, international, litigation and tax. This firm offers competitive salaries and many firm lawyers also practice interdepartmentally distinguishing them from many other large law firms.
Legal Secretary The candidate provide administrative and secretarial support for attorneys in Intellectual Property Practice Group. Prepare IP Prosecution specific documents, forms, spreadsheets and presentations including U.S. Patent prosecution filings, reporting letters to clients, documents received from the PTO, draft applications and amendments. Provide legal and non-legal administrative support to attorneys and clients. Request drawings from draftsman for review and revision and obtain copies of patents. Maintain dockets on a regular schedule and send reminders to attorneys as necessary. Process intake of new clients; create client files; search and print reports. Work with assigned billing specialist to prepare invoices, create cover letters, and mail invoices. Coordinate meetings including setting up videoconference/calls, requesting meeting room service, equipment, catering. Organize and maintain files. Organize and maintain contacts and calendar. Manage phones including: incoming calls, messaging, transfers and conference calls. Schedule travel; process expense reports, check requests and business development activity. Enter and release time for timekeepers; print reports as requested. A Bachelor's Degree preferred. Should have 5 years experience working as an IP Prosecution legal secretary and 3 years in a professional services environment. Must have strong knowledge of steps involved in patent prosecution from application filing to issuance of patents. Should have demonstrated proficiency in Microsoft Office, Outlook, Adobe Acrobat and Adobe Pro, Document Management, time entry systems and IP Prosecution specific databases including Inprotech or CPI. Must have professional interpersonal communication skills, both verbal and non-verbal. Legal 5 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary II

Title : Legal Secretary II

Location : California - Palo Alto
Refer to Job # IFJC726701


Legal Secretary II Duties: Provide day-to-day secretarial support for the office including, preparing letters and other documents as directed by attorneys, paralegals and/or administrators. Prepare and submit reimbursement expenses and vendor invoices. Enter daily time sheets for attorneys and/or paralegals. Schedule conference rooms and related services. Assist with making travel arrangements. Assist with organization of client documents, including management of electronic and paper files. Prepare, revise and proof-read legal documents. Copy and scan documents. Handle client records, create files, and transfer files. Provide back-up reception coverage. Manage office supply inventory and order supplies as needed. Qualifications: High School diploma or G.E.D equivalent. 2+ years of administrative or customer service experience working in a professional services environment or office setting, preferably a law firm. Accurate typing skills of 50 wpm. Excellent computer skills, including Microsoft Office 2016 (Word, Excel, and Outlook (email and calendar). Experience with Adobe Acrobat and Power Point preferred. Ability to follow instructions effectively from a diverse group of attorneys, paralegals and administrators with a positive attitude. Exceptional ability to multitask, plan, organize and prioritize activities. Ability to work collaboratively in a team environment. Legal 2 - 0 Full Time 0000-00-00 00:00:00  

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Corporate Legal Secretary

Title : Corporate Legal Secretary

Location : California - Palo Alto
Refer to Job # GPVE726239


Corporate Legal Secretary Duties: Under general supervision of the assigned lawyers and Office Administrator, will provide secretarial and clerical assistance to attorneys. Compiling and organizing minute books, closing binders, and corporate organizational documents. Managing corporate filings with the Secretary of State by coordinating with various vendors such as CT Corporation or CSC (Corporate Service Company). Preparing engagement letters, boiler-plate agreements, shareholder mailings, closing documents, signature checklists, and stock certificates. Working with the Accounting Department to resolve billing problems and efficiently process final billing statements and letters. Making domestic/international travel arrangements, including air transportation, automobile rentals and hotel reservations. Timely preparation and submittal of proper expense reports. Submitting accurately completed paperwork to various firm departments, including conflicts and new business intake. Coordinating timekeepers' calendar and reminding of various meetings, appointments, events, etc. Scheduling meetings, arranging for conference rooms and requesting conference room service for meals and beverages. Duplicating documents, papers and other materials as needed. Proofreading, editing, red-lining large documents. Opens new files and requests conflict checks. Processes bills for designated billing lawyers. Prepares expense reports and check requests. Additional duties appropriate to the specific Department and lawyers to whom assigned.Additional duties as assigned by paralegals, Partner in Charge or Office Administrator. Qualifications: High School Diploma required; Some college and/or PLS Certification desirable. 3+ years of related office experience that is directly related to the duties and responsibilities specified. Must possess strong secretarial skills including typing, proofreading, spelling, and grammar. Knowledge of Windows 2010 system and proficiency in using Microsoft Suite of Applications. Previous experience with FileSite/I-Manage, Elite, and LegalKey is beneficial. Ability to work independently or as a team. Knowledge of terminology and procedures. Ability to gather data, compile information and prepare reports. Strong organizational and records management skills. Ability to communicate effectively and with tact and diplomacy, both orally and in writing. Ability to maintain confidentiality of all information. Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community. Advanced computer and software application skills. Ability to proofread typed material for grammatical, typographical or spelling errors. Ability to organize and prioritize numerous tasks and complete them under time restraints. Legal 3 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary

Title : Legal Secretary

Location : California - Palo Alto
Refer to Job # IITU725523


Legal Secretary Duties: Guided by department objectives and priorities, performs a variety of administrative tasks to support assigned attorneys. Provides a high level of client service and support while producing a high volume of consistently excellent work product. Maintains a general knowledge of the Firm s practice areas and a specialized knowledge of the assigned attorneys practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position. Will be supporting Corporate department. Qualifications: High School Diploma required, Associate or Bachelor Degree preferred. 3+ years experience supporting attorneys or high level executives; recent Legal Secretarial experience supporting partner(s) practices preferred. Experience working in a large law firm a plus. Experience working in a Corporate Legal department preferred. Teamwork and Applied Skills. Strong organizational skills and the ability to apply strong attention to detail to all levels of work. Ability to prioritize work, balance multiple simultaneous tasks, and meet deadlines. Ability to work under pressure and complete job assignments in an accurate and timely manner. Excellent communication skills and the ability to build effective internal and external client relationships. Ability to interact effectively with all levels of management and staff and a variety of external entities including clients and prospective clients of the Firm. Highly proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel, and Outlook. Working knowledge of time and attendance tracking applications. Typing speed of 70 wpm with high level of accuracy. Flexibility regarding work schedule and availability to work overtime required. Excellent interpersonal skills, strong ability to work within in a team environment, and commitment to delivering a high level of client service to colleagues and clients alike. Legal 0 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary

Title : Legal Secretary

Location : California - Palo Alto
Refer to Job # EVYI723619


Legal Secretary Duties: Responsible for working knowledge of legal secretary functions, including: telephone and voicemail procedures; operation of photocopy equipment; e-fax software and procedures; DTE software and timekeeping procedures; E-mail procedures; Messenger/UPS/FedEx and other courier services(s) forms and procedures; filing, LegalKey and other Records Center procedures. Perform input and/or revision of documents in accordance with author s instructions, utilizing Firm equipment and software in compliance with Firm standards and procedures. Responsible for transcription from tapes, preparing letters and memos; accurately proofread work product; photocopy, assemble and distribute prepared materials as requested; red-line, e-mail or process documents in accordance with author s request; convert and format documents using Word styles; repair corrupt documents using DocX Tools; provides support to attorneys specific projects. Responsible for working knowledge of Firm and/or department sponsored equipment and software. These include, but not necessarily limited to: scanning software; E-Fax software and procedures; DeskSite, Word 2007 and related software; Best Authority; expense reports and Chrome River procedures. Perform personal timekeeping, attendance (time clock stamp) and prepare timecard for timely submission. Provide overtime coverage on occasion as required. Other responsibilities and special projects as assigned by attorneys and office administration. Litigation desks: Perform filings and e-filings, knowledge and/or ability to research court and filing requirements and procedures. Other tasks and duties as assigned by attorneys and/or supervisor. Qualifications: Must be proficient with Microsoft Office, FileSite management system, LegalKey. Desks Requiring Litigation Support: Must be knowledgeable and proficient with specific California litigation document formatting procedures. Performance Traits: (i.e. analytical, communication skills, problem-solving abilities, etc.). Excellent grammar, punctuation and spelling skills required. Excellent communication and organization skills with ability to multi-task. Work in a team environment and effectively support the attorney and support staff with minimal supervision. Ability to work independently and anticipate tasks to be completed and perform them, as applicable. Promote professionalism at all times. Legal 0 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary

Title : Legal Secretary

Location : California - Palo Alto
Refer to Job # IKNO723552


Legal Secretary Responsibilities: Responsible for working knowledge of legal secretary functions, including but not limited to: telephone and voicemail procedures; operation of photocopy equipment; e-fax software and procedures; DTE software and timekeeping procedures; E-mail procedures; Messenger/UPS/FedEx and other courier servicess forms and procedures; filing, LegalKey and other Records Center procedures. Perform input and/or revision of documents in accordance with author s instructions, utilizing Firm equipment and software in compliance with Firm standards and procedures. Responsible for transcription from tapes, preparing letters and memos; accurately proofread work product; photocopy, assemble and distribute prepared materials; red-line, e-mail or process documents in accordance with author s request; convert and format documents using Word styles; repair corrupt documents using DocX Tools; provides support to attorneys specific projects. Responsible for working knowledge of Firm and/or department sponsored equipment and software. Scanning software; E-Fax software and procedures; DeskSite, Word 2007 and related software; Best Authority; expense reports and Chrome River procedures. Perform personal timekeeping, attendance (time clock stamp) and prepare timecard for timely submission. Provide overtime coverage on occasion as required. Other responsibilities and special projects as assigned by attorneys and office administration. Perform filings and e-filings, knowledge and/or ability to research court and filing requirements and procedures. Other tasks and duties as assigned by attorneys and/or supervisor. Qualifications: High school diploma required; college degree preferred. 10+ years' experience as a secretary in a legal environment. Must be proficient with Microsoft Office, FileSite management system, LegalKey. Desks Requiring Litigation Support : Must be knowledgeable and proficient with specific California litigation document formatting procedures. Performance Traits: (i.e. analytical, communication skills, problem-solving abilities, etc.). Excellent grammar, punctuation and spelling skills required. Excellent communication and organization skills with ability to multi-task. Work in a team environment and effectively support the attorney and support staff with minimal supervision. Ability to work independently and anticipate tasks to be completed and perform them, as applicable. Promote professionalism at all times. Legal 10 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary- Trial

Title : Legal Secretary- Trial

Location : California - Palo Alto
Refer to Job # FGUQ723072


Legal Secretary- Trial Duties: Proactively maintain overview of timekeepers workload and caseload; anticipate next steps and implement follow-up procedures. Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy. Maintain timekeepers calendars of meetings and business trips. Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients. Coordinate travel arrangements as necessary. File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met. Process and route incoming mail and electronic communications. Prepare outgoing mail (including boxes/packages for shipment). Coordinate preliminary conflicts checks. Prepare new client/matter intake forms and engagement letters and audit responses. Assist with billing process, including daily time entry. Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents. Qualifications: High School diploma or G.E.D. equivalent. 5+ years of legal secretary experience. Excellent oral and written communication skills. Excellent customer service skills. Ability to multi-task. Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook). Knowledge of State and Federal Court Procedures and Rules. E-filing experience required. Must have experience with Calendaring Strong attention to detail, proofreading and organizational skills. Ability to work as a team member and communicate effectively with all levels of personnel. Flexibility regarding work hours (overtime may be requested). Accurate typing skills of 50 wpm. Legal 5 - 0 Full Time 0000-00-00 00:00:00  

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Corporate Assistant/Legal Secretary

Title : Corporate Assistant/Legal Secretary

Location : California - Palo Alto
Refer to Job # AYPT723073


Corporate Assistant/Legal Secretary Duties: Provide day to day support of the Corporate department. Assist with managing databases and running reports. Track on-going projects and follow up accordingly. Maintain calendars, organize and coordinate meetings and conferences, answer and screen telephone calls for the work group. Create and revise documents, including but not limited to spreadsheets and forms from drafts. Create and maintain records. Answer and screen telephone calls for work group. Exercise excellent judgment to determine priority level of of work assigned on a daily basis; assure high priority items are completed in a timely matter. May be requested to perform other duties not listed above. Qualifications: High school diploma or G.E.D. equivalent. 2+ years of administrative or customer service experience. Accurate typing skills of 50 wpm. Excellent oral and written communication skills and detail-oriented. Ability to manage multiple priorities and track extensive details. Ability to establish and maintain good working relationships with personnel. Have strong document handling skills, applied through Microsoft Office Suite and Adobe Acrobat. Ability to work overtime as needed. Legal 2 - 0 Full Time 0000-00-00 00:00:00  

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Corporate Assistant/legal Secretary

Title : Corporate Assistant/legal Secretary

Location : California - Palo Alto
Refer to Job # UTDC722832


Corporate Assistant / Legal Secretary The candidate responsibilities will include: Provide day to day support of the Corporate department; Assist with managing databases and running reports; Track on-going projects and follow up accordingly; Maintain calendars, organize and coordinate meetings and conferences, answer and screen telephone calls for the work group; Create and revise documents, including spreadsheets and forms from drafts; Create and maintain records; Answer and screen telephone calls for work group. Must have High school diploma or G.E.D. equivalent. Should have 2+ years of administrative or customer service experience. Accurate typing skills of 50 wpm is needed. Excellent oral and written communication skills and detail-oriented is required. Strong document handling skills, applied through Microsoft Office Suite and Adobe Acrobat is must. Legal 2 - 0 Full Time 0000-00-00 00:00:00  

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Legal Secretary

Title : Legal Secretary

Location : California - Palo Alto
Refer to Job # YNEF722676


Legal Secretary Duties: Processes conflict checks and New Client/New Matter forms (KENI); enters time (Carpe Diem); processes expense reports (K&E Expense/Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; maintains attorney/legal assistant calendars (Outlook Calendars). Conducts internet research as directed by attorneys. Provide administrative support to office Associate Director. Interacts on a daily basis with Departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc. Uses word processing and document management software (Microsoft Office 2010, including PowerPoint & Excel, Workshare Compare, Adobe, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials. In conjunction with the preparation of such documents, the Legal Secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials. Transcribes dictation, minutes of meetings or taped records of conferences and meetings. Establishes and maintains paper and electronic files in compliance with current firm policies utilizing the Firm s LegalKEY system and Document Management System. Provides assistance to other Legal Secretaries within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients /colleagues current and future needs. Shares information and offers ideas and solutions in a team environment. Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues. Performs complex legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy. Qualifications: bachelor's degree preferred. Must have 2-5 years of executive secretarial and legal secretarial experience in the corporate area. Advanced proficiency in MS Word and formatting documents with typing speed of 55+ wpm required. Adobe, PowerPoint and Excel experience are a plus. Legal 2 - 5 Full Time 0000-00-00 00:00:00  

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