Corporate Legal Secretary - Denver
Republic Plaza, 370 17th St, UNIT 4200 Denver, CO 80202 US
Job Description
ESSENTIAL FUNCTIONS
Secretarial Support
- Client Relationship Management: Professionally manages interactions with external clients.
- Matter and Conflict Management: Uses firm-provided software to open new matters, prepare engagement letters, and process conflict reports.
- Billing Process: Collaborates with Client Account Manager and timekeepers to manage billing, including editing prebills, generating reports, and sending final invoices. May assist with collections. Handles inquiries related to clients, matters, and timekeepers.
- Document Preparation: Creates, edits, and proofreads complex legal documents, forms, and correspondence for accuracy and completeness.
- Auditor Responses and Opinion Letters: Works with Paralegals to prepare responses to auditor requests and assists with opinion letters.
- File Management: Creates and maintains client/matter lists, communication lists, and accurately organizes both physical and electronic documents and files. Uses firm software for email management and file retrieval.
- Scheduling and Contact Management: Schedules appointments and calendar dates using Outlook, and maintains contacts.
- Timekeeping: Assists with time note entry, including inputting, editing, proofreading, and closing notes daily.
- Legal Research: Demonstrates basic legal research skills using internet resources and prints cases as requested.
- Client File Transfers: Initiates and assists with client file transfers and disengagements, ensuring secure data transfer in line with the firm’s data security policy.
- Support and Training: Provides backup support to attorneys and timekeepers, volunteers for overflow work, seeks to maximize productivity, participates in departmental projects, and mentors junior staff. Assists with training on firm processes and procedures.
- CDs/DVDs Creation: Creates and labels CDs/DVDs with a comprehensive understanding of the firm's privacy policy and encryption tools.
Administrative Support
- Communication Management: Answers telephones, relays messages, arranges conference calls, video conferences, and live meetings.
- Document Handling: Copies, scans, faxes, and prints documents and attachments.
- Mailing and Deliveries: Prepares materials for mailing and overnight delivery, receives deliveries, and routes them appropriately.
- Meeting Coordination: Makes conference room reservations, coordinates meals, multimedia, and other services as needed.
- Travel and Expenses: Coordinates travel arrangements through the firm’s travel department, prepares expense reimbursements, arranges invoice payments, and prepares check requests.
- Storage and Events: Assists the Records Department with organizing materials for storage and maintaining storage areas. Participates in event organization and planning as needed. May assist with the preparation of marketing materials.
Client Service, Confidentiality, and Safety
- Client Service: Consistently promotes and models the firm's Client Service Principles in leadership, teamwork, work product, and personal interactions.
- Confidentiality: Ensures compliance with the firm's Information Handling Policy, safeguarding confidential and personal information, and promptly reporting any suspected breaches.
- Safety Practices: Adheres to the firm's General Safety Practices and any specific safety practices for the department and building.
OTHER DUTIES
- Additional Responsibilities: Assumes additional firm responsibilities as requested.
Education and Experience
- High School Diploma required, Associate Degree preferred.
- Minimum of 3 years recent Legal Secretarial experience
- Experience working in working in various practice groups of a large law firm preferred
Meet Your Recruiter
Dan James
Managing Director
After graduating with an Associates Degree in Business Administration from Westchester Community College Dan wasn't sure exactly what he wanted to do. In February 2013 he decided to put his knack for connecting people with one another to work when he joined The Phoenix Group. When he's not in the office you can find him skiing, golfing, or spending time with his family.