Executive Assistant/Litigation Secretary

2 weeks ago

Los Angeles, United States Baker McKenzie Full time

The Executive Assistant/Litigation Secretary will provide Executive Assistant and Litigation Secretarial support, as required.

Tasks:

  • Prepare attorneys correspondence, and other legal documents as requested.
  • Screen incoming telephone calls.
  • Monitor Outlook Inbox and respond to routine incoming communications.
  • Ability to appropriately draft information on behalf of timekeeper with little or no direction.
  • Manage attorney's calendar and excels with heavy scheduling ( i.e., schedule and organize complex activities such as meetings, travel, and seminars - both admin and litigation).
  • Create and proof PowerPoint presentations, when needed.
  • Interact with Accounting to process monthly Bills ( i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.).
  • Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening, and distributing incoming mail, billing, etc.
  • Experience in making extensive travel arrangements through FCM Travel ( i.e., International and Domestic, last minute travel changes, etc.) and check-in for flights.
  • Formatting/revising briefs, pleadings and other legal documents.
  • Generating TOC/TOA for briefs.
  • Assisting with manual and electronic court filings
  • Serving Discovery documents
  • Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor.
  • Be familiar with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
  • Experience with trial preparation
  • Process vendor invoices for payment.
  • Maintain and update electronic filing system, and retrieve information from files, when needed.
  • Respond to regularly occurring requests for information.
  • Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes.
  • Volunteers to assist others in practice group and office. Works harmoniously in a team environment and fosters team spirit.
  • Shares information and expertise readily with staff members at all levels.
  • Schedule and coordinate complex activities such as meetings, events and seminars.
Skills:
  • Intermediate knowledge of Word, Excel and PowerPoint.
  • Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.).
  • Works independently prioritizing work and meeting deadlines.
  • Knowledge of marketing resources and relevant materials.
  • Excellent verbal and written communication skills.
  • Actively pursues opportunities for self-development/collaboration.
  • Understands Firm structure and available resources.
  • Looks for ways to improve processes and/or procedures
  • Some analytical ability is required in order to find solutions to various administrative problems and prioritize work.
  • Collaborates well with others at all levels.
  • Maintains professional interaction with clients.
  • Take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction are provided.
  • Work well under pressure with intense deadline.
  • Have solid organizational and planning skills.
  • Problem Analysis and problem solving skills.
  • J udgment and decision-making ability
  • Maintain high levels of confidentiality
  • Team Player
  • Attention to detail and accuracy

Education and Experience:

High School Diploma or equivalent; some College preferred; a minimum of 10 years of Executive Assistant/Litigation Secretarial experience; secretarial Degree preferred; work experience in a legal or professional services environment.

Physical Requirements:
Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift up to 25 lbs.

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