- Drafts letters and documents; collects and analyzes information; prepares charts, graphs, and other visuals.
- Supports fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents.
- Maintains attorneys' calendars by scheduling Zoom/Microsoft Teams meetings for internal and external conferences and meetings, teleconferences, and travel.
- Maintains hard copy and electronic filing system (FileSite/iManage).
- Schedules in-person meetings with internal and external participants and arranges conference rooms.
- Communicates and obtains information from/for internal and external clients.
- Maintains assigned fee-earners' Outlook in-box(es).
- Assists with dictation, document preparation including Docusign.
- Responsible for maintaining client contacts including keeping InterAction up to date.
- Assists with Business Development and marketing pitches.
- Inputs attorney time into timekeeping software (3E)
- Prepares Chrome River reimbursement reports for assigned fee-earners.
- Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
- Supports the New Client Intake process which includes the conflicts check, client matter opening details and engagement letter preparation.
- Operates office equipment including photocopy machine and scanner as needed.
- Maintains confidentiality of client and firm related matters.
- Performs other job related duties as assigned.
- Must possess strong technical skills, with solid knowledge of Microsoft Word, Excel, Outlook, PowerPoint as well as programs such as FileSite/iManage and Elite.
- Strong communication skills: the ability to communicate effectively, both orally and in writing including excellent spelling, grammar, punctuation, form and style. Ability to compose correspondence as needed.
- 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 independently as well as collaboratively as a team member.
- California Notary required.
- 3+ years as a secretary or administrative assistant in a law firm, with experience in supporting partners in various practice areas; private client and tax experience is a plus.
- High school diploma required; bachelor's degree preferred.
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Description
OverviewThe legal secretary position at Withers Bergman LLP is responsible for providing a broad range of secretarial and administrative support to fee-earners, administrative personnel and clients. This role is deemed a hybrid role under the firm's mobile working policy and is resident the San Diego office. The in-office requirement for this role is 2 days per week and may increase from time to time in response to client and business needs. The annual base compensation range for this role is $70,000 - $100,000.
Essential Duties and Responsibilities
For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 17 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration.
Equal Opportunities Employment Statement
Withers Bergman LLP is an Equal Employment Opportunity employer. Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law. The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.
If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at or email with your request. Determinations on requests for reasonable accommodation are made on a case-by-case basis.
