Executive Assistant/Litigation Secretary

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.
• Judgment 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.

This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.  The US base compensation for this position is expected to be $100,000 to $110,000 annually if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process