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Executive Legal Secretary

3 months ago

Dallas, United States Johnston Clem Gifford Full time
Job DescriptionJob Description

Executive Legal Secretary for Managing Partner

  Distinguishing Characteristics

The Executive Legal Secretary manages the clerical operations of a financial services practice group, with an emphasis on litigation and trial work but also on related transactional, regulatory, and bankruptcy matters supervised by the Managing Partner. The candidate will also provide confidential and complex administrative support to the Managing Partner, requiring knowledge of specialized practices, procedures, and terminology related to a law office. Considerable autonomy for carrying out administrative detail is an essential characteristic of a successful candidate.

 

General Skills for Position:
  • Advanced legal secretarial skills with superior organizational skills due to a large volume of information and data.
     
  • Skilled in interpersonal contacts and communications such that phone calls and emails get escalated only if the Managing Partner is needed to address an inquiry or to do things such as conduct an assignment or client intake. By way of example, sales calls should get properly vetted with the understanding that very few sales calls will warrant a call back other than to say no thank you. On active client matters, calls will routinely get screened for the purpose of identifying who at the firm is the appropriate person to address the need. The ideal candidate will routinely support the Managing Partner with contact follow-ups, such as written thank you letters and acknowledgment cards.
     
  • Sustained ability to provide administrative support to the Managing Partner, as well as administrative guidance to other partners, associates, and their support staff.
     
  • Ability to organize and prioritize work assignments related to the clerical operations of the assigned practice group.
     
  • Ability to communicate effectively, orally and in writing.
     
  • Ability to critically review source data and detect and correct errors. A successful candidate will generally find and correct errors in work product.
     
  • Ability to work independently while using sound judgment, initiative, and discretion. This would include monitoring the status of legal projects, so the Managing Partner has sufficient time to review and consider work product well in advance of deadlines.
  • Work effectively under pressure.
     
  • Evaluate work methods and efficiency to relieve administrative burdens on the Managing Partner.
     
  • Understand the organization and operational objectives of the assigned practice group.
     
  • Establish and adjust to changing priorities and schedules.
     
  • Meet schedules and timelines.
     
  • Maintain a calendar of office activities, travel, court dates, meetings, and other events, and proactively identify scheduling conflicts and ensure that all practice group members cover assigned activities. The candidate will maintain the Managing Partner’s calendar and is expected to meet with him daily—in person or by phone depending on the circumstances—to discuss and confirm short- and long-term calendar commitments.
     
  • Establish and maintain cooperative and effective working relationships with each member of the assigned practice group.
     
  • Learn specialized software applications and systems for use by the assigned practice group (Coyote Analytics, Case Notebook, ShoreTel Connect and Presentation, iManage Cloud, Mimecast, AWS Workspaces, Bridgeway’s Corridor, and TyMetrix® 360&degree;), as well as the full suite of Microsoft Office products. The firm is very tech oriented, and the successful candidate will have a willingness to learn new software applications.
     
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  • The successful candidate will generally have an outgoing personality; will present in a polished, professional, and mature manner; and will demonstrate a calm and collected attitude.


Requirements for the role:

  • Minimum of 5 years of legal secretarial experience
  • Working knowledge of Clio and NetDocuments
  • Ability to work in the Dallas Office 5 days a week (M-F)

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