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Legal Support Specialist in Litigation

2 months ago

Palo Alto, California, United States Baker Botts Full time

Baker Botts, a prominent international law firm known for its expertise across various industries, is currently seeking a Litigation Legal Secretary.

Under the general guidance of the Office Administrator, the Litigation Legal Secretary is responsible for providing comprehensive administrative and document processing support to a designated group of attorneys and/or paralegals.

This is a full-time, non-exempt role that offers excellent benefits.

Key Responsibilities:

  • Deliver confidential administrative assistance, performing secretarial duties of a sensitive nature, including composing and preparing documents and correspondence.
  • Establish, maintain, and manage electronic files, correspondence, databases, records, and other documentation.
  • Prepare intricate legal documents and correspondence, requiring a solid understanding of legal terminology and advanced formatting capabilities.
  • Draft, format, and finalize pleadings and discovery documents for service and/or direct filing with the appropriate court.
  • Coordinate appointments and manage calendars, including scheduling meetings and conferences, as well as arranging extensive travel, lodging, and meal plans.
  • Oversee outsourced copy jobs and handle photocopying and scanning of documents and other materials.
  • Manage incoming and outgoing correspondence, ensuring timely preparation of materials for attorney review.
  • Draft, edit, and disseminate information through various formats including presentations, charts, graphs, spreadsheets, letters, and memos.
  • Answer phone calls and relay accurate messages promptly.
  • Review and amend monthly proformas, preparing correspondence and submitting revised documents for approval.
  • Input attorney time using the firm's time entry software on a daily basis.
  • Maintain positive relations with clients, vendors, attorneys, and staff.
  • Organize and maintain the workstation and surrounding area, which may involve physical activity.
  • Close files as requested by attorneys using the firm's software.
  • Reconcile and submit travel and client expenses for reimbursement.
  • Complete additional projects as assigned by the Partner in Charge and Office Administrator.

Qualifications:

  • High School Diploma required; some college education and/or PLS Certification preferred.
  • A minimum of three years of relevant office experience directly related to the specified duties.
  • Familiarity with legal terminology and procedures.
  • Strong organizational and records management skills.
  • Effective communication skills, both written and verbal, with the ability to maintain confidentiality.
  • Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint; experience with FileSite document management is a plus.
  • Experience with e-filing in federal and state courts is desirable.
  • Ability to proofread documents for errors and maintain a high level of accuracy.
  • Capacity to prioritize multiple tasks and meet deadlines.
  • Must be able to lift and carry file folders weighing up to 20 pounds.
  • Position requires extensive telephone use and prolonged periods at a computer.

This full-time position necessitates a standard workweek and may require additional hours to fulfill essential duties.

Work Environment: This role is typically performed in a standard office setting, with moderate physical activity required.