Job Description
GENERAL SUMMARY
The Executive Legal Secretary is responsible for providing a full range of administrative support to multiple attorneys in the Litigation Section. The Secretary must have the ability to work in a cooperative, positive manner with all co-workers, clients, and attorneys and must observe confidentiality in all matters relating to the Firm.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Essential functions are primarily job duties that employees must be able to perform unassisted or with some reasonable accommodation made by the employer.
- Prepares draft documents such as briefs, complaints, motions, subpoenas, and summonses, using firm templates and information from attorneys.
- Coordinates multi-documents for filing, formatting as appropriate for each court (consistent with litigation filing requirements). E-files in both State and Federal courts, as needed.
- Enters and maintains all case information in Court Alert (dates, reminders, etc.)
- Prepares notebooks, binders, exhibits, and other documentation as needed.
- Opens new client/matter files and runs conflict checks in coordination with the New Business Intake team.
- Organizes and maintains all documents in the document management system. Maintains documents in an efficient and effective manner.
- Coordinates document management with either Litigation Support Managers or by saving to the appropriate file management location.
- Proofreads documents for grammar, punctuation, syntax and formatting consistency.
- Manages calendar and assists timekeepers in meeting deadlines. Apprises timekeeper(s) of responsibilities in advance of commitment, as needed.
- Coordinates conferences and meetings, including conference room scheduling, video conferencing scheduling, coordinating meals, and preparing materials, as necessary.
- Handles billing process under the guidance of the attorney, including time entry and billing memos. Ensures timekeepers time entry is closed in a timely manner.
- Receives clients and visitors. Maintains excellent customer service with clients. Observes confidentiality of attorney/client relationship. Prepares materials for client meetings, updates client contact lists, interfaces with client questions.
- Handles check requests, travel expenses and travel arrangements, including airline, car and hotel reservations.
- Processes new attorneys’ admissions to jurisdictions needed for them to be able to file with the court.
- Assists attorneys with memberships outside of the Firm, as needed.
- Coordinates CLE’s for attorneys (submitting for approval, etc.).
- Reads, sorts and dates incoming mail. Ensures outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
- Prepares materials for publication or speaking engagements.
- Performs research as needed, utilizing the internet or other web-based programs.
- Coordinates secretary backup support in accordance with the scheduled time off to ensure assistance is provided as necessary.
- Adheres to Firm policies and procedures as outlined in the Firm Handbooks.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- Bachelor's degree preferred.
- 3-5 five years Litigation experience required. Mid-to-large size firm preferred.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel), document management systems (NetDocs), billing software (Carpe Diem) and expense software (Chrome River).
- Solid experience working in ECF and Texas state e-filing systems. Familiarity with state and federal rules and procedures.
- Ability to prepare complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, indices, table of contents, table of authorities, etc.
- Strong attention to detail, proof-reading skills, organizational skills, and ability to manage time effectively.
- Excellent interpersonal and communication skills and the ability to collaborate well in a team.
- Self-starter with the ability to work independently and to perform with a high level of accuracy in a high-volume environment.
- Ability to multi-task while maintaining a quality work product, balancing workload, and meeting deadlines.
- Above average customer service skills with a willingness to help others.
- Ability to work overtime as needed.
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