Legal Secretary - San Francisco, United States - Eleven Recruiting

Description

The Legal Secretary at Munger, Tolles & Olson LLP undertakes a diverse range of legal and administrative tasks to support assigned attorneys. With a keen focus on organization, efficiency, and exceptional service delivery, the Legal Secretary plays a crucial role in ensuring the success of the firm.

Job Functions:

Administrative Assistance:

• Organize and maintain attorney work materials and workspace.
• Process expense reports and coordinate payment of invoices.
• Handle document management tasks including photocopying, scanning, and managing large document projects.
• Arrange shipments and couriers as necessary.
• Proofread and transcribe documents accurately.
• Maintain desk procedures for reference during absences.

Communications Support:

• Monitor attorney availability and manage calendars effectively.
• Prepare for meetings, including room setup, coordinating catering, and confirming A/V setup.
• Answer phones, manage contacts, emails, and mail on behalf of assigned attorneys.
• Draft correspondence and billing letters using firm formats.

Client Support:

• Facilitate new matter intake and conflict of interest procedures.
• Manage matter closures and handle client inquiries.
• Respond to audit letters and support business development efforts.

Time Entry and Billing:

• Complete time entry accurately and reconcile entries with client requirements.
• Review, edit, and finalize bills, resolving any billing issues with clients.
• Research client/matter statistics and respond to billing inquiries.

Travel Management:

• Coordinate travel reservations, prepare for trips, and manage changes effectively.

File Management:

• Maintain electronic and hardcopy files, ensuring confidentiality and optimal organization.
• Manage records retention and recall efficiently.

General:

• Participate in special projects as assigned.
• Perform other duties as necessary.

Specialized Job Functions:

Litigation Assistance:

• Manage information, redline documents, and conduct legal research.
• Prepare pleadings, manage e-filing, and coordinate court filings.
• Support case management, including trial preparation and coordination.

Transactional Assistance:

• Assist in redlining documents, legal research, and document preparation.
• Maintain data rooms, assist in closing activities, and create presentations.

Competencies:

• Teamwork and Cooperation
• Communication
• Flexibility
• Problem Solving
• Attorney Focus
• Client Focus
• Self-Development
• Organization and Time Management
• Composure
• Integrity

Tools:

• Electronic Fax Program
• Multi-Function Device (Printer, Scanner, Copier)
• Conference Room and Resource Scheduling Software
• Time Entry/Billing Software
• Expense Reporting Software
• Microsoft Office Suite
• Adobe Acrobat Suite
• Other Software as Required

Minimum Job Qualifications:

• High school diploma required; college degree or Legal Secretary Certificate advantageous.
• Prior legal secretary experience required.
• Strong analytical, organizational, and communication skills.
• Proficiency in Microsoft Office and legal secretarial processes.
• Ability to prioritize tasks, meet deadlines, and maintain confidentiality.

brid
Seniority Level: Mid-level
Salary: $100,000
Job Function: Legal Secretary
Industry: Legal
Employment Type: Full-Time
Location: San Francisco, CA