As a legal secretary you will provide administrative assistance to attorneys in the management/administration of their practice within the International Commercial group in San Francisco.
Prepare attorney correspondence, and other documents as requested.
Manage and open new client matters in an effective and efficient manner.
Excels with heavy scheduling (i.e., managing attorney calendars and schedules).
Maintain high levels of confidentiality
Enter and revise attorneys time in time entry system (Intapp Time).
Handle tasks associated with the management of client bills and invoices.
Schedule and organize complex activities such as meetings, travel, and seminars.
Maintain and update filing system for the attorneys.
Retrieve and update information from files when needed.
Organize, prioritize, and manage large volumes of email and phone calls.
Respond to regularly occurring requests for information.
Proofread documents for spelling and grammar making appropriate changes.
Complete check requests and expense reports as requested.
General office duties, which may include, copying, filing, processing incoming and outgoing mail/email, client and counsel telephone contact.
Volunteer to assist others in practice group and office.
Share information and expertise readily with staff members at all levels.
Monitor Outlook Inbox and respond to incoming communications
Take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction are provided
Skills and Experience:
High school diploma or equivalent is required. Bachelor degree or secretarial certificate preferred.
A minimum of five (5) years secretarial/administrative work experience required in a legal or professional services environment. Experience working with attorneys in a law firm environment preferred.
Must have intermediate knowledge of Microsoft Word, Outlook, Excel, and PowerPoint. Advance knowledge preferred.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Must have good command of the English language, both oral and written. Excellent spelling and grammar skills a must.
Must have excellent communication, customer service and interpersonal skills to interact with partners, associates, staff and clients.
Proficiency in using a time entry system (i.e., DTE) required.
Analytical ability is required in order to find solutions to various administrative problems and prioritize work.
Ability to think and react proactively to multiple situations to assist a busy practice group.
Must be able to work independently, exhibit professionalism and work in a team-oriented environment.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Must demonstrate high degree of responsibility and dedication.
Must work harmoniously in a team environment and foster team spirit.
Must be flexible for overtime.
Timely attendance required.
Possess excellent written and verbal skills
Work well under pressure with intense deadlines
Have solid organizational and planning skills
Interact with others at all levels
Problem Analysis and problem solving skills
Judgment and decision-making ability