Temporary Legal Secretary
Duties: Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation. Conserves attorneys’ time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports. Maintains attorneys’ calendars by planning and scheduling conferences, teleconferences, dispositions, and travel; anticipating changes in transaction preparation requirements. Provides historical reference by developing and utilizing filing and retrieval systems. Maintains hard copy and electronic filing system (FileSite/iManage). Schedules meetings with internal and external participants, and arranges conference rooms. Represents attorneys by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney. Generates revenues by documenting and inputting attorney billable time, time spent on firm related matters and reimbursable expenses; preparing invoices; tracking payments. Prepare Chrome River reimbursement and credit card expenditure reports to accounting for assigned fee earners. Coordinates monthly billing process between accounting and assigned partner for narrative edits, time movement and draft bill processing. Provides information to workflow during client intake, including matter details and Engagement Letter preparation. Maintains client confidence by keeping client/attorney information confidential. Assists with providing ad hoc cover on reception when requested by the Office Manager Operates office equipment such as photocopy machine and scanner to produce copies and scanning when needed. Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations. Performs other job related duties as assigned and assist attorneys when needed.
Qualification and Experience
Qualifications: Bachelor’s Degree strongly preferred. 3+ years as a secretary or administrative professional, preferably in a law firm or experience in other professional service industries (engineering firms, accounting firms, architectural firms, etc) is required. 2+ years of legal industry experience, preferably within a law firm’s wealth planning or private client practice group. Previous experience supporting at least one partner/high level manager in a legal or professional services environment. Previous experience with document management systems and electronic organizational filing methods preferred. Knowledge of library operations and records storage procedures for retrieving materials and files. Must possess strong technical skills, such as typing, and have a good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint 2003 and 2010 as well as programs such as FileSite/iManage and Elite. Solid command of the English language including excellent spelling, grammar, punctuation, form and style. Ability to compose correspondence needed. Strong communication skills: the ability to express self effectively, both orally and in writing. Interpersonal skills: the ability to establish effective working relationships with colleagues. Familiarity with legal terminology pertinent to the areas of assignment. Ability to prioritize and multitask effectively. Ability to work both as a team as well as independently.
1925 Century Park East
Los Angeles, CA 90067