Legal Secretary

3 weeks ago

San Francisco, United States Eleven Recruiting Full time
Job Summary:

The Legal Secretary at Munger, Tolles & Olson LLP undertakes a diverse range of legal and administrative tasks to support assigned attorneys. With a keen focus on organization, efficiency, and exceptional service delivery, the Legal Secretary plays a crucial role in ensuring the success of the firm.

Job Functions:

Administrative Assistance:

  • Organize and maintain attorney work materials and workspace.
  • Process expense reports and coordinate payment of invoices.
  • Handle document management tasks including photocopying, scanning, and managing large document projects.
  • Arrange shipments and couriers as necessary.
  • Proofread and transcribe documents accurately.
  • Maintain desk procedures for reference during absences.

Communications Support:

  • Monitor attorney availability and manage calendars effectively.
  • Prepare for meetings, including room setup, coordinating catering, and confirming A/V setup.
  • Answer phones, manage contacts, emails, and mail on behalf of assigned attorneys.
  • Draft correspondence and billing letters using firm formats.

Client Support:

  • Facilitate new matter intake and conflict of interest procedures.
  • Manage matter closures and handle client inquiries.
  • Respond to audit letters and support business development efforts.

Time Entry and Billing:

  • Complete time entry accurately and reconcile entries with client requirements.
  • Review, edit, and finalize bills, resolving any billing issues with clients.
  • Research client/matter statistics and respond to billing inquiries.

Travel Management:

  • Coordinate travel reservations, prepare for trips, and manage changes effectively.

File Management:

  • Maintain electronic and hardcopy files, ensuring confidentiality and optimal organization.
  • Manage records retention and recall efficiently.

General:

  • Participate in special projects as assigned.
  • Perform other duties as necessary.

Specialized Job Functions:

Litigation Assistance:

  • Manage information, redline documents, and conduct legal research.
  • Prepare pleadings, manage e-filing, and coordinate court filings.
  • Support case management, including trial preparation and coordination.

Transactional Assistance:

  • Assist in redlining documents, legal research, and document preparation.
  • Maintain data rooms, assist in closing activities, and create presentations.

Competencies:

  • Teamwork and Cooperation
  • Communication
  • Flexibility
  • Problem Solving
  • Attorney Focus
  • Client Focus
  • Self-Development
  • Organization and Time Management
  • Composure
  • Integrity

Tools:

  • Electronic Fax Program
  • Multi-Function Device (Printer, Scanner, Copier)
  • Conference Room and Resource Scheduling Software
  • Time Entry/Billing Software
  • Expense Reporting Software
  • Microsoft Office Suite
  • Adobe Acrobat Suite
  • Other Software as Required

Minimum Job Qualifications:

  • High school diploma required; college degree or Legal Secretary Certificate advantageous.
  • Prior legal secretary experience required.
  • Strong analytical, organizational, and communication skills.
  • Proficiency in Microsoft Office and legal secretarial processes.
  • Ability to prioritize tasks, meet deadlines, and maintain confidentiality.


brid
Seniority Level: Mid-level
Salary: $100,000
Job Function: Legal Secretary
Industry: Legal
Employment Type: Full-Time
Location: San Francisco, CA

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