Legal Secretary

3 weeks ago

San Francisco, United States SourcePro Search, LLC Full time

We have a great opportunity for a Legal Secretary with our top ranked global law firm client based in San Francisco. The Legal Secretary provides secretarial and administrative support to the direct and in-direct assigned principal(s) and team.

We are seeking candidates with 8+ years of experience in the legal secretarial field working with corporate teams. This role offers a very generous and competitive compensation package and excellent growth potential.

The ideal candidate will prepare documents, correspondence and extensive client billing. Additional responsibilities include extensive internal and external client contact, organizational and research support, as well as perform a wide variety of other administrative functions. The Legal Secretary III possesses a mastery of specialized knowledge and skills in own area and demonstrates the ability to assume responsibility with minimal supervision, exercises excellent judgment and makes independent decisions within the scope of assigned authority. The Legal Secretary III will effectively use his/her skills and knowledge to improve processes and procedures. The Legal Secretary III champions and practices cooperation, collaboration and teamwork and serves as a mentor to junior associates and secretaries with less experience.

ESSENTIAL JOB FUNCTIONS:

  • Handles and understands written work, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product.
  • Maintains and processes extensive, specialized client billing for principals, directly or indirectly.
  • Compiles, assimilates, and organizes data or materials for clients or other departments within the Firm.
  • Advises, provides information, and instructions and/or guidance to Junior Associates.
  • Acts as an expert in the legal secretarial group, fielding questions from others and training less experienced colleagues as needed.
  • Consistently works toward firm-wide or departmental goals in CRM, records retention, and other programs or initiatives.
  • Maintains and updates comprehensive contact information using CRM Best Practices.
  • Prevents scheduling conflicts, coordinates and facilities solutions with internal & external clients.
  • Communicates extensively with clients, counsel, partners and other high level directors.
  • Investigates and responds to client requests.
  • Answers phones, transfers calls, takes messages, establishes conference calls, and uses voice mail.
  • Understands and fully utilizes word-processing functions for document preparation.
  • Coordinates, compiles, organizes and sends materials to clients.
  • Reviews and processes administrative and personal charges via BillBack program.
  • Maintains principals' time in Carpe Diem.
  • Scheduling and coordinating with clients relative to working with other practices.
  • Takes and transcribes dictation.
  • Utilizes iManage document management system effectively as a central repository for all matter related documents.
  • Maintains filing per team utilizing Firm filing standards including Kwiktag.
  • Opens all mail (may include electronic e-mails) reading for content and or action; forwarding or responding if applicable.
  • Prepares New Matter Reports and updates list of client/matter codes.
  • Prepares and checks for new matters.
  • Makes travel arrangements and completes travel and expense reports for reimbursement in Concur.
  • Schedules meetings, reserves conference rooms, coordinates video/audio equipment, and orders food.
  • Manages principals' outlook calendars using discretion and judgment when accepting meeting requests.
  • Monitors CLE credits for principals.
  • Updates Secretarial Desk Notes, as needed.
  • Practices and fosters an atmosphere of teamwork, collaboration and cooperation.
  • "Go to" person on the floor.
  • Performs any and all other duties as necessary and as assigned by your supervisor for efficient functioning of the Department, Office and Firm.
INTERACTIONS AND CHALLENGES:
  • The Legal Secretary III will interact regularly with Firm attorneys, paralegals, and staff in facilitating the flow of all administrative work for the Principals. The Legal Secretary III will work regularly with other Departments such as Administration, Finance, Hospitality, Reception, Word Processing, Facilities and Office Services, as well as members of all regional offices.
  • The Legal Secretary III will regularly determine work priorities based upon Firm and Department standards. The Legal Secretary III will be called upon to solve problems in a fast-paced and highly pressure-filled environment, often requiring independent thought. The Legal Secretary III is expected to complete work assignments with minimal guidance.
QUALIFICATIONS / KSAs:
  • High School Diploma is required.
  • College a plus.
  • 8+ years of experience in the legal secretarial field working with corporate teams.
  • Knowledge of the Firm's Policies and Procedures.
  • Knowledge of principals and processes for providing customer and personal services (customer needs assessment and meeting quality standards).
  • Excellent written and verbal communication skills.
  • Excellent interpersonal and organizational skills.
  • High attention to detail and ability to multi-task in a high paced environment.
  • Good judgment and calm demeanor in stressful situations.
  • Understands law firm structure and reporting sequences.
  • Ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Ability to increase effectiveness of the team and lead by example.
  • Ability to prioritize and coordinate work.
  • Ability to maintain confidential information.
  • Ability to manage workflow and delegate projects as necessary.
  • Ability to juggle multiple tasks and manage to deadlines.
  • Ability to think critically and analytically in a pressured environment.
  • Ability to clearly and effectively communicate with various levels of people within the organization.
  • Ability to work independently, productively and cooperatively with other employees.
  • Ability to constantly learn new skills as they become necessary.
  • Equipment: computer, fax machines, duplicating machines, scanners.
  • Systems Required: iManage, MS Office, Elite, Legiant, Carpe Diem, CRM.
  • Vision: ability to see well enough to read materials and computer screen 80% of the time with or without an accommodation.
  • Hearing: ability to hear well enough to talk on the phone at least 50% of the time with or without an accommodation.
  • Posture: ability to sit for approximately at least 60% of the time and to stoop up and down 25% of the time with or without an accommodation.

  • Legal Secretary

    3 weeks ago

    San Francisco, United States Barnes, Pailhe & King Legal Search Full time

    Our client, a multinational firm with a boutique feel, seeks a Legal Secretary to join their growing team. This hybrid role supports the Private Client & Tax division, working closely with a team of Partners, Associates, and Counsel. If you’re ready to provide high-level administrative support and make an impact within a dynamic team, this role offers a...

  • Legal Secretary

    2 weeks ago

    San Francisco, California, United States City and County of San Francisco Full time

    About the OpportunityThe City and County of San Francisco is seeking a highly skilled Legal Secretary to support its Land Use and Real Estate & Finance Teams. As a key member of the team, you will provide administrative and clerical support to attorneys, ensuring the efficient operation of the department.Key ResponsibilitiesPrepare and edit legal documents,...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States Avata Partners Full time

    Avata Partners is working with a reputable firm in downtown San Francisco for their legal secretary need. Experienced legal secretary candidates looking for a place that offers great benefits and work life balance are encouraged to apply.Salary is up to $125K.RESPONSIBILITIES:Create and manage court filings, including drafting, formatting, and editing...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionSan Francisco law firm looking for a skilled Litigation Legal Secretary. 35 hour work week and 2 days in office/ 3 days work from home. Responsibilities:• Utilize CompuLaw to manage and maintain an accurate calendar schedule• Efficiently handle e-filing in State and Federal courts, including out of state court filings•...

  • Legal Secretary

    1 month ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are in search of a meticulous Legal Secretary to join our client based in San Francisco, California. The successful candidate will play a crucial role in supporting our legal team by managing client inquiries, maintaining accurate client records, and processing legal documents. This role is pivotal in ensuring the smooth...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States The Phoenix Group Full time

    Our client, a multinational law firm, is seeking a Legal Secretary to support their team in San Francisco! Secretarial Support OverviewAssist throughout the life of a case, from inception to trial or resolution.Organize, review, and manage case documents, ensuring accurate and timely preparation of court filings and deposition materials.Prepare court...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are seeking a Legal Secretary to support our growing team of agency temp attorneys. The ideal candidates will provide comprehensive administrative support to attorneys, ensuring efficient operation of the legal team.Responsibilities:Provide administrative support to attorneys, including managing pleadings, discovery, motion...

  • Legal Secretary

    4 weeks ago

    San Francisco, United States The Phoenix Group Full time

    Our client, a multinational law firm, is seeking a Legal Secretary to support their team in San Francisco! Secretarial Support OverviewAssist throughout the life of a case, from inception to trial or resolution.Organize, review, and manage case documents, ensuring accurate and timely preparation of court filings and deposition materials.Prepare court...

  • Litigation Legal Secretary

    4 days ago

    San Francisco, United States Nossaman Full time

    Litigation Legal Secretary (San Francisco)We are seeking a talented and experienced Legal Secretary to support the Firm’s Litigation practice. The Legal Secretary will be primarily responsible for providing case management, administrative, and general secretarial support to assigned attorneys. The ideal candidate will have extensive litigation experience,...

  • Bilingual Legal Secretary

    4 weeks ago

    San Francisco, California, United States Ladva Law Firm Full time

    Job DescriptionLadva Law Firm is seeking a highly skilled Legal Secretary to join our team. As a Legal Secretary, you will be responsible for providing administrative support to our attorneys and ensuring the smooth operation of our office.Key Responsibilities:Type and edit legal documents, including correspondence, pleadings, reports, and projects.Proofread...

  • Legal Secretary

    4 days ago

    San Francisco, United States Add Talent Full time

    We are looking to recruit a Legal Secretary (Litigation). Join our client, a dynamic mid-sized law firm in the heart of San Francisco that provides a comprehensive range of legal services to businesses, individuals, and organizations.As a trusted name in the legal community, they specialize in diverse practice areas including corporate law, litigation, real...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States Add Talent Full time

    We are looking to recruit a Legal Secretary (Litigation). Join our client, a dynamic mid-sized law firm in the heart of San Francisco that provides a comprehensive range of legal services to businesses, individuals, and organizations.As a trusted name in the legal community, they specialize in diverse practice areas including corporate law, litigation, real...

  • Legal Secretary to Managing Partner

    1 week ago

    San Francisco, United States JKZ LLP Full time

    This role requires 5+ years of recent experience as Legal Secretary, Legal Assistant or Administrative Assistant in a law firm or legal department, advanced proficiency with MS Office and a proactive work ethic. This position is to support the workload of the Managing Partner of the firm across the various practice areas she supports. It is a very fast-paced...

  • Legal Secretary

    1 week ago

    San Diego, United States Robert Half Full time

    Job DescriptionJob Description One of RHL's longstanding clients - a reputable firm with 70 attorneys in San Diego - is seeking a legal secretary to start immediately. ​This Legal Secretary should have experience in:  Corporate:Redline legal documentsDraft correspondence related to such matters as trusts, estates, tax, real estate, and other areas...

  • Senior Legal Secretary

    4 weeks ago

    San Francisco, California, United States Ogletree Deakins Full time

    Job Summary: We are seeking a highly skilled and experienced Senior Legal Secretary to join our Labor and Employment practice at Ogletree Deakins. As a key member of our team, you will provide exceptional administrative support to our attorneys, ensuring the delivery of high-quality legal services to our clients.Key Responsibilities:Prepare and process...

  • Legal Secretary

    1 month ago

    San Francisco, California, United States Fawkes IDM Full time

    Job SummaryFawkes IDM seeks a highly skilled and experienced Legal Secretary to join our team. As a key member of our support staff, you will provide administrative assistance to our attorneys, ensuring the smooth operation of our law firm.Key ResponsibilitiesPrepare and draft correspondence with clients and regulatory agencies, utilizing strong writing and...

  • Legal Secretary

    3 weeks ago

    San Francisco, United States JMS Talent Acquisition LLC Full time

    Summary: A legal secretary assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient work flow. Responsibilities: Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for both transactional and...

  • Legal Secretary

    3 weeks ago

    San Diego, California, United States Hogue & Belong Full time

    About Hogue & BelongWe are a boutique Plaintiffs' law firm in San Diego, CA, specializing in employment law and high-stakes class action work. Our office environment is respectful and professional, yet also fast-paced and challenging.Responsibilities:Our ideal candidate will have the following key responsibilities:1. **Document Preparation:** Prepare and...

  • Legal Secretary

    2 months ago

    San Diego, United States Hogue & Belong Full time

    Job descriptionAbout usHogue & Belong is an established boutique Plaintiffs’ law firm in San Diego, CA, specializing predominantly in employment law and high stakes class action work. The office environment is respectful and professional, yet also fast-paced and challenging.Responsibilities:1. **Document Preparation:** Draft and edit legal documents,...

  • Legal Secretary

    2 weeks ago

    San Diego, United States LHH Full time

    LHH is working with a great firm in San Diego, CA that has an opening for a transactional legal secretary. This would be 3 days onsite and 2 days working from home.Responsibilities:• Support to corporate, securities, and real estate attorneys and paralegals.• Prepare, revise, proofread, and redline legal documents.• Entity formations and corporate...