Corporate Legal Secretary
3 Embarcadero Center, 28th Floor San Francisco, CA 94111 US
Job Description
Key Responsibilities:
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Client Service: Manage telephone calls by taking precise messages, providing information, referring callers, or holding calls for team members. Ensure professional and courteous communication with clients and team members, even when they are out of the office. Retrieve voicemail messages and coordinate conference calls.
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Document Preparation: Create accurate and well-formatted legal documents and correspondence from dictation, tapes, or handwritten drafts. Compile, type, revise, edit, and store documents as per instructions from supervisors or requesters. Ensure correct formatting, spelling, grammar, and punctuation using word processing software. Proofread and edit documents, and handle data input and filing in the firm’s electronic document system. Adapt to new software as needed.
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Time Entry/Billing: Enter team members' time entries daily. Open new client/matter numbers, conduct conflict checks, and manage billing tasks including prebill selection, adjustments, and special requests. Handle client checks and prepare audit reports. Act as a liaison with the Accounting Department regarding past-due receivables.
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Scheduling: Arrange appointments, including meetings, conferences, court dates, and depositions for team members. Coordinate workflow and prioritize tasks to meet deadlines. Manage travel arrangements and conference room bookings, and organize special equipment and catering services as needed.
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Mail Management: Prioritize and route incoming mail, prepare outgoing mail and packages, and coordinate messenger pickups and deliveries.
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Filing: Maintain orderly files according to firm guidelines, including client files, court filings, and ongoing case materials. Ensure quick retrieval of information, general document control, and proper closure and storage of files.
Qualifications:
- 5 years of experience in a transactional legal secretary role
- Preferred: College Degree or equivalent experience.
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