Special Assignment Legal Secretary – International Law Firm
Very large Century City firm is looking to add a new special assignment secretary to our century city office. Looking for at least one year of corporate legal secretary experience. A person who has corporate and litigation would be a plus but candidates should at least have corporate experience.
Century City office has approx. 49 lawyers and 17 staff with approximately 10 legal secretaries. Our lawyer to secretary ratio is approx. 4:1 and assignments generally includes a mixture of associates and partners.
This role reports to the Century City office manager, is non exempt and based on the standard 9 – 5 (35 hour week) schedule. Therefore, there is additional compensation for hours worked beyond our standard schedule.
Target salary range: 65-75k depending on experience.
Please submit resumes with target salary rang and we’ll evaluate target as it relates to experience. Offers will depend on the education, skill and experience of the selected candidate.
Interview process will include meetings with our Century City Office Manager and West Coast HR Director along with a skill assessment. The skill assessment includes typing, proofreading, filing, Word 2016, Excel 2016, PowerPoint 2016, and Outlook 2016.
Duties and Responsibilities:
- Assists lawyers as requested by the Secretarial Supervisor when the assigned secretary is on leave for overflow work or special projects.
- Types and prepares legal papers and correspondence such as briefs, letters, memoranda, tables, charts, complaints, and motions. In addition, must know how to generate table of contents, Table of Authorities, and redline documents.
- Proofreads all documents, correspondence, etc., for accuracy of copy, grammar, punctuation and syntax, and drafts simple correspondence as requested.
- Receives, screens and transmits telephone calls to lawyers and takes messages as necessary, with recognition of and attention to the particular needs of clients. Schedules conference calls.
- Inputs daily time diaries for attorneys and other legal personnel in computerized Time Billing System, and proofreads and edits time diaries for accuracy.
- Retrieves cases and other periodicals from the library and makes copies.
- Coordinates work performed by Epiq (telecommunications, support services) and Service Center for prompt production and delivery of documents.
- Coordinates travel arrangements by securing air, hotel and car reservations for lawyers and clients, and prepares travel expense reports and submits same to Accounting.
- Manages financial matters for attorneys, including reimbursement for meals, cabs and recruiting.
- Maintains calendar of meetings and appointments, and apprises attorneys of responsibilities in advance of commitment. Schedules conference rooms for meetings and coordinates luncheons.
- Prepares documents for transfer via the Firm’s electronic fax system and e-mail transfer.
- Creates, maintains and updates all client files (index litigation files) in accordance with standards set by the Records Management Center and maintains other files as needed.
- Processes incoming and outgoing mail and distributes promptly upon receipt.
- Organizes and manages office work flow and court filings.
- Works closely as a team with other secretaries and attorneys.
- Performs other job-related duties such as processing new client/matter reports, processing conflict of interest checks, compiling notebooks and exhibits, scheduling appointments, composing and typing routine correspondence.
Job Requirements:
Education and/or Experience:
- High school diploma or general education degree (GED); two to five years of related work experience and/or training; or equivalent combination of education and experience.
- Thorough working knowledge of Microsoft Word, legal terminology and formats (legal documents).
- Basic understanding of civil litigation processes and forms.