Legal Secretary

Our client, a well established, global law firm is looking for a legal secretary to join their newest San Diego office. This is a direct hire, fully onsite position.

Duties and Responsibilities:

• Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for transactional clients, including handling tasks related to transactional legal matters like contracts, mergers and acquisitions, where they would manage calendars, prepare legal documents, and coordinate communication between lawyers and clients during deal processes, in accordance with the Firm's document formatting standards using standard computer software specific to the legal industry.
• Ability to format and review of legal documents such as pleadings, briefs, motions, discovery requests, and correspondence, ensuring accuracy and compliance with court rules, in preparation for electronic submission with relevant state and federal courts.
• Support attorneys in pre-, during, and post-trial stages.
• Aid other Secretaries within assigned teams whenever necessary to meet Firm and client needs; organize and prioritize workload for maximum efficiency and facilitation of Firm and client goals. Foster professional, cooperative and supportive relationships with peers, superiors, and clients.
• Manages multiple lawyer-assignments and organizes clerical functions and work flow to meet administrative and client needs.
• Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.
• Enters, proofreads and posts lawyers' time entries. Works to ensure time entries are in compliance with client billing requirements and to ensure timeliness of entries in compliance with Firm policy.
• Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers' travel expenses.
• Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation and syntax. Checks to ensure accuracy of jobs sent to duplicating service.
• Receives, screens telephone calls, conference calls and messages to lawyers, clients and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.
• Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).
• Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.

Education and/or Experience: 

Required:

• High school diploma or general education degree (GED)
• Five or more years of related work experience and/or training; or equivalent combination of education and experience
• Working knowledge of the Microsoft Office Suite, legal terminology and standard document formatting
• Types accurately at a minimum of 60 wpm
• Thorough understanding of civil litigation discovery and docketing processes
• Experience with State and Federal court filings, including ECF
• Experience with collaborating with support staff