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Legal Secretary

3 months ago

Costa Mesa, United States Haynes and Boone Full time

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone's Orange County office serves the needs of California's premier technology industries and capitalizes on the West Coast's global access. We have vibrant practices in intellectual property (IP), in-bound Asian work, venture-funded corporate matters, and big-ticket litigation such as patent, securities, insurance coverage, and class action labor and employment matters. Our thriving economic community is home to an array of businesses, ranging from Fortune 500 companies to emerging technology ventures. Our expanded presence here heightens Haynes and Boone's coast-to-coast capabilities while giving clients the benefits of our growing geographic base. Most of our California-based lawyers have earned engineering or technical degrees in addition to law degrees, enhancing their understanding of the intricacies of IP. Our team members have been recognized in publications such as The Best Lawyers in America directory (Woodward/White, Inc.), Intellectual Asset Management (IAM) Patent 1000 (Globe White Page Ltd), and Managing IP Magazine (Euromoney Institutional Investor PLC). We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.

Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.

Litigation responsibilities include drafting letters, spreadsheets, presentations, and shells/templates, including complex formatting and preparation of documents for filing with appellate courts, district courts and various state courts through attorney service and e-filing portals. This includes, but is not limited to, tables of authorities, preparing exhibits, declarations and [proposed] orders.

Successful candidate must possess the ability to work effectively with various courts, agencies, firm departments, and offices, engage resources in an appropriate manner and complete other job duties as assigned. Ability to work effectively as a member of a team is essential.

Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy- copy, format, etc.

Qualified candidate must have comprehensive knowledge of legal office procedures, demonstrate initiative, and have strong interpersonal, verbal and written communication skills, as well as the ability to use good judgment in handling tasks in a timely and professional manner with limited supervision.

Strong attention to detail, organization, solid computer proficiencies and the ability to prioritize multiple tasks and problem solving while remaining calm in deadline-driven situations is required.

Candidate will also exhibit a work ethic of punctuality and reliability. Excellent grammar, punctuation, proofreading and spelling skills is integral.

Maintains physical and electronic files, contacts, and maintains dockets of cases for attorney.

Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).

Handles incoming and outgoing mail.

Other Duties:
Provide secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent.

Occasionally may deliver or collect documents for attorney at courthouse, title company, bank or other entities.

Occasionally may accompany attorney to court to assist in handling materials, taking dictation and preparing documents.
Performs other related duties as needed or assigned.

Reporting Relationship:
The legal secretary reports directly to the Office Administrator and indirectly to assigned attorneys.

Qualifications:
Knowledge/Experience: At minimum, three to five years of experience working within a mid-size or large-size law firm is required. The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. Working knowledge and experience with the Firm's technology and applications. Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred. Prior experience supporting multiple attorneys is required.

Skills:

The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint, Adobe. The individual must possess excellent written and oral communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines.

Education: The legal secretary should possess a high school diploma. Two years of college or equivalent preferred, but not required.

Physical Demands:
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs; This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions:
Professional Office Environment. Work across offices, possibly different time zones. Occasional overtime is required.

The annual compensation range for this position is $75 to 98k. The salary offered within this range will depend upon qualifications and other operational considerations.