Litigation Legal Secretary

2 weeks ago

Houston, United States Wegman Full time
Job DescriptionJob Description


Our client, a full-service, leading international law firm, is seeking a Litigation Legal Secretary. Under general supervision from Secretarial Services Manager, the Litigation Legal Secretary provides full administrative and document processing support to assigned group of attorneys and/or paralegals. This is a full-time, non-exempt position based in our Houston office with excellent benefits.

Essential 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 that requires knowledge of legal terminology and using advanced formatting skills. This may require spending long periods of time at a computer workstation.
  • E-filings in state and federal courts.
  • Prepares hearing and trial notebooks.
  • Generates Table of Contents and Table of Authorities.
  • Hyperlinks appellate briefs.
  • Compares documents using Workshare Compare.
  • Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents.
  • Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements as well as seeking approval for attorneys from department heads.
  • Schedules depositions, including handling logistics and scheduling court reporters, videographers, etc.
  • 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 lawyer’s 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.
  • 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/e-submits specific invoices to clients.
  • Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
  • Closes files per lawyer requests in Firm software, currently NBI. This may require lifting file bank boxes containing client files.
  • Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
  • Maintains calendars and dockets as requested by attorneys; submits and reconciles reimbursements.
  • Other projects as assigned by Secretarial Services Manager, Partner in Charge and Office Administrator.

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