Legal Secretary

3 weeks ago

Miami, United States White & Case Full time
Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.

It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.

Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

Position Summary

The Legal Secretary performs a wide range of services, including, but not limited to, administrative support. As part of a team, the Legal Secretary will provide excellent quality service to clients as well as his/her assigned practice group of attorneys, and other attorneys as needed. The Legal Secretary position requires the ability to organize and expedite workflow of lawyers and legal staff members. This position also requires the ability to multi-task for several lawyers and handle matters that are confidential in nature. This position requires a responsible self-starter who exhibits a proactive approach and takes personal initiative for the execution of assignments and support to the attorneys. The Legal Secretary coordinates complex workflows and needs to be able to report information regularly and accurately to key stakeholders. This individual needs to be an excellent communicator who maintains a professional demeanor at all times and in all situations. The Legal Secretary cultivates positive working relationships at all levels of the Firm and helps navigate the organization on behalf of his/her lawyer assignments.

Duties and Accountabilities 1
  • Manages and maintains lawyers' calendars.
  • Manages and coordinates extensive and complex domestic and international travel arrangements. Prepares travel itineraries and packets with supporting documents.
  • Manages and coordinates local and international meetings and conference calls while observing different time zones.
  • Answers, screens and places calls in a professional manner. Accurately records phone messages and promptly informs attorneys.
  • Meets and greets clients with courtesy and professionalism.
  • Responds to communications from attorneys and clients in a timely manner.
  • Correctly interprets instructions to produce high-quality documents and other work product.
  • Works in an organized and efficient manner; always uses good judgment and asks follow-up questions if instructions are unclear.
  • Drafts routine letters, emails, memoranda and reports. Shows attention to detail and produces an excellent work product.
  • Inputs daily time entries for lawyers.
  • Assists attorneys with word processing as needed.
  • Manages multiple assignments and prioritizes work appropriately to meet deadlines.
  • Communicates clearly and accurately any issues with workload to assigned attorneys and Manager.
  • Keeps legal staff apprised of the status of work and any problems encountered with systems or programs.
  • Creates, organizes and maintains hardcopy and electronic files.
  • Assists with marketing, research and client development.
  • Uses discretion with maintaining confidential information.
  • Works in a team environment and provides support to multiple lawyers and legal staff including assisting with overflow work and practice specific responsibilities.
  • Has a thorough knowledge of department and Firm procedures and follows all guidelines and policies.
  • Keeps desk reference information current and easily accessible for use by other PAs.
  • Arranges overtime coverage with document production tea for lawyers.
  • Prepares expense reports and processes reimbursements for business travel and entertainment while observing different currencies.
  • Works with attorneys and billing department in producing and distributing client invoices.
  • Manages to client-matter lists and marketing telephone/distribution lists via the Firm's relevant systems (e.g., Interaction).
  • Demonstrates proficiency in the use of the Firm's software programs and is familiar with available resources.
Qualifications
  • Five years or more working as a secretary and/or executive assistant
  • Must have very strong Spanish speaking and writing skills.
  • Law firm and professional services experience is a plus.
  • Experience in working as part of a team with other legal secretaries, to achieve goals and meet deadlines.
  • Proficiency in Microsoft Word and Outlook.
  • Excellent people skills and ability to work in a demanding environment, liaising between staff and attorneys.
  • Good judgment and discretion with confidential matters.
  • Ability to multi-task in a fast-paced environment.
  • Willingness to learn, receive on-going training and develop in the role.
  • Excellent organization and follow-up skills.
  • Positive and proactive nature.
  • Ability to work 4 days in the office and 1 day remotely and flexibility to work outside of the
  • core working hours when is necessary to ensure that the team is supported.
  • Associate or bachelor's degree preferred, but not required.
Location and Reporting
  • This role reports to the Manager, Office Operations.
  • This role is based in our Miami office.
Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.

Benefits at White & Case

White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

1 The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

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