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Legal Staff Legal Secretary in San Diego, CA

Stoel Rives LLP Apr 14,2023 Mar 14,2023 Location San Diego CA
This job is expired...

Law Firm

Legal Staff

Corporate - General

5-5 yrs required

Profile

## Corporate Practice Assistant (Legal Assistant/Secretary) at Stoel Rives LLP Stoel Rives LLP has an immediate opening for a Corporate Practice Assistant to join their San Diego office. The position provides legal administrative support to attorneys in the Corporate and Energy practice groups and reports to the Office Administrator. ### Role Responsibilities The role of Corporate Practice Assistant includes the following responsibilities: * Legal Document Preparation and Management * Prepare template/shell documents, revise and finalize legal documents, including bylaws, articles of incorporation, asset purchase agreements, stock purchase agreements, leases, merger and acquisition documents, stock certificates, board consents and board minutes * Prepare, update and maintain corporate minute books, stock ledgers and stock books * File documents with the Division of Corporation; prepare documents for transaction closings; and prepare electronic or hard copy closing notebooks * Word Processing * Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes * Apply track changes, formatting, and styles * Proofread, format, edit, label and redact documents * Transcribe voice mail messages and attorney dictation * Compare documents using document comparison software and produce redline comparison * Timekeeping and Billing * Enter, proofread, and close timekeepers’ time entries in billing software * Review, proofread, distribute, and track proformas and client invoices * Manage complex proformas, incorporate edits, and mail out client invoices as needed * Research and resolve billing problems and questions from clients and accounting as needed * Process expense reports and invoice disbursement requests * Client Service * Communicate with clients and outside counsel via phone and email * Work with clients to obtain signatures on legal documents * Coordinate client travel for in-person meetings and hearings * Coordinate client holiday cards and gifts * Teamwork * Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences * Delegate and coordinate projects with support departments * Assist coworkers and timekeepers with questions related to technology or firm procedure * Participate in team meetings * File and Document Management * Scan, copy, fax, print, and organize documents * Request and review conflicts reports * Open new client/matters using firm’s electronic records system * Maintain electronic and physical files * Retrieve documents from document management system and hard copy files * Prepare and maintain notebooks * Transmit voluminous electronic documents via secure file sharing website * Other Administrative Support * Maintain timekeepers’ calendars and monitor docketing deadlines * Review documents and correspondence for important deadlines and information * Maintain Outlook and Interaction contacts and working lists * Distribute internal and external mail electronically and/or by hard copy * Schedule meetings and coordinate reservations for conference rooms and lunches * Track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations * Prepare and submit appropriate request form for business development or professional development expense approval * Answer phone calls and relay phone messages * Arrange travel * Update and maintain practice group page on the firm’s intranet * Comply with firm policies, including confidentiality, insider trading issues, etc. * Other duties as assigned ### Essential Capabilities To be successful in this role, the Corporate Practice Assistant must: * Keep personally identifiable information, personal health information, and attorney/client privileged information confidential * Prioritize daily responsibilities and special projects and readjust as priorities change * Coordinate resources to meet deadlines * Perform multiple tasks in a high-pressure, fast-paced environment * Maintain a calm, courteous, and professional demeanor at all times * Be a constant-learner, flexible, proactive, efficient and resourceful * Take initiative and follow through * Solve problems * Work independently and in an interactive team environment * Have prompt, regular, and predictable attendance * Have strong organizational, grammar, and proofreading skills * Pay attention to detail * Have outstanding interpersonal and client service skills * Have clear, effective, and professional verbal and written communication skills * Be proficient and fluent in reading, writing, and verbal communication in English ### Technical Knowledge The Corporate Practice Assistant should also have: * Accurately type 60+ wpm * Proficiency in Microsoft Office suite * Experience with law firm software, such as iManage, Adobe Acrobat, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, and InterAction is preferred ### Physical/Mental Capabilities The Corporate Practice Assistant must also be able to: * Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment * Read and comprehend handwritten and typed notes or instructions * Type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5?hour workday * Learn and effectively use

Qualification and Experience

High school diploma or GED equivalent, at least 5 years of experience providing legal administrative support, preferably in the area of corporate law, certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience

Additional info

Visit Stoel Rives website at

Company info