Litigation Legal Secretary

Palo Alto, CA 94301

Job Type: Legal Secretary Job Number: 6612 Salary Range: $70,000-$103,000

Job Description

Our client, a multinational law firm, is seeking a Litigation Legal Secretary to join their team! 
Secretarial Support
  1. Ability to work within a collaborative, team support structure to provide top level support for attorneys, other timekeepers, and functional leads.
  2. Provides professional client relationship management with external clients. 
  3. Creates, edits, proofreads, compiles, and finalizes complex legal pleadings, discovery, subpoenas, and other documents, forms, and correspondence, ensuring accuracy and completeness. 
  4. Understands the state and federal court systems, and possesses the skill, knowledge and abilities with regard to efiling requirements.
  5. Organizes, maintains, and manages electronic case documents.
  6. Working with attorneys and billing department, tracks, maintains, and compiles case budget information for client presentation.
  7. In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests.  Assists with preparation of Opinion Letters. 
  8. Creates and maintains client/matter lists and communication lists.
  9. Organizes and accurately maintains physical and electronic documents and files in a timely manner.  Creates and maintains working files and binders as requested.  Utilizes Firm provided software to accurately store email messages, and maintain and retrieve files. 
  10. Utilizes Outlook to schedule appointments and calendar dates.  Maintains contacts in Outlook and other firm databases. 
  11. Assists with timenote entry, including working with timekeepers to ensure that entries are timely and in compliance with firm and client policies and guidelines, inputting timenotes, editing, proofreading, and closing them on a daily basis. 
  12. Demonstrates working knowledge of internet resources to perform basic legal research and print off cases, as requested.
  13. Utilizes firm systems and processes to open new matters, prepare engagement letters, and process conflict reports.
  14. Ongoing management of complex billing details. Collaborates with timekeepers and the finance department to manage the billing process, including editing prebills, generating reports, and sending out final invoices.  May assist with collection efforts.  Coordinates client, matter and timekeeper inquiries. 
  15. Initiates client file transfer requests and assists with client disengagements.
  16. May facilitate the secure transfer of case/client data in accordance with firm’s data security policy.
  17. Acts and assists as a proactive mentor for junior staff and new employees.  Assists with training regarding specific Firm processes and procedures as requested. 

Administrative Support
  1. Answers telephones and relays messages.  Arranges conference calls, video conferences and live meetings. 
  2. Copies, scans, faxes, and prints documents and attachments.
  3. Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery. 
  4. Receives deliveries of items such as faxes, files, and boxes, and routes them appropriately. 
  5. Makes conference room reservations, coordinates meals, multimedia, and other services as requested.
  6. Coordinates travel arrangements through the Firm’s travel department as requested. 
  7. Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed. 
  8. In conjunction with the Records Department, assists with the organization and preparations of materials for storage.   
  9. May participate in the organization and planning of events.
  10. May assist in the preparation of marketing materials as requested.

Ideal Candidate       

Education and Experience
  1. High School Diploma required, Bachelor’s Degree preferred.
  2. Minimum of 3 years recent Legal Secretarial experience, and/or 3 years of Administrative Secretary experience.
  3. Season Litigation Secretary  
  4. Experience working in 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. 

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