Corporate Practice Assistant (Legal Assistant/Secretary)

5-5 yrs required

Full-time

No

# Corporate Practice Assistant (Legal Assistant/Secretary)

## Location

San Diego, CA

## Essential Functions/Responsibilities

1. 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.
2. 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; and
* Compare documents using document comparison software and produce redline comparison.
3. 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; and
* Process expense reports and invoice disbursement requests.
4. 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; and
* Coordinate client holiday cards and gifts.
5. 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; and
* Participate in team meetings.
6. 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; and
* Transmit voluminous electronic documents via secure file sharing website.
7. 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; and
* Comply with firm policies, including confidentiality, insider trading issues, etc.

## Essential Capabilities

* 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; and
* Be proficient and fluent in reading, writing, and verbal communication in English.

## Technical Knowledge

* 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

* 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;

None

Paid family & medical leave, competitive PTO, remote work options, competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options, generous firm-contributed health savings account, pre-tax transportation/parking plan, employer monthly subsidy, annual contribution into the employee’s retirement plan

English

Legal Document Preparation, Word Processing, Timekeeping and Billing, Client Service, Teamwork, File and Document Management, Other Administrative Support

Apply online

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, Basic understanding of accounting

Legal