Senior Legal Secretary, Litigation

About the position Responsibilities • Drafts complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries) and anticipate attorneys' need for same. • Demonstrates expertise in Litigation-specific topics, procedures, and software. • Accurately transcribes from tapes, handwritten materials and/or dictation. • May assist with ensuring attorney e-mails and documents are properly filed in iManage. • Prints and organizes a variety of documents received in a range of formats. • Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm. • Following the Firm’s established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness. • Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner. • Schedules and maintains timekeepers’ calendars, where appropriate. Maintains lawyer-client contact information and other pertinent information in the Firm’s client contact database program. • Inputs, reviews, edits, and closes time entries through the Firm’s web-based time entry program using Firm standards. • Handles monthly client billing (paper and e-billing). Reviews billing pre-bills for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits. • Prepares attorneys’ expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers. • Coordinates travel arrangements through in-house Travel Department. • Generates client conflict checks, opens new matters, and drafts and maintains client engagement letters. • Coordinates file retention and retrieval with Records Department for file retrieval. Sets up and maintains timekeeper’s work files, including daily and regular filing. Indexes and prepares files for off-site storage. • Answers telephones and accurately takes and relays messages, as requested. • Arranges for video conferencing and sets up conference calls. • Volunteers for overflow work and ad-hoc projects as assigned. • Actively seeks to maximize productivity and promote teamwork. • Puts clients first. • Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner. • Responds to customer/client requests, identifies issues/problems in a timely manner, and seeks feedback/follow-up as appropriate. • Builds effective working relationships with clients and colleagues. • Takes initiative beyond routine responsibility. • Seeks out and accepts new responsibilities. • Seeks development opportunities to enhance skills. • Participates in firm training opportunities; participates in training of other employees and staff members in order to promote cross-training of all employees, assists colleagues in learning new skills/tasks in order to integrate them into the team. • Consistently delivers high level client service. • Owns mistakes and takes corrective action. • Meets work deadlines as assigned. • Meets firm standards for attendance and punctuality. • Meets deadlines for all required firm processes. • Works well independently. • Demonstrates dedication to producing quality work product. • Detailed oriented when completing work assignments. • Organizes and prioritizes workload appropriately. • Utilizes resources appropriately to complete work in the most efficient manner. • Cooperates and demonstrates flexibility when facing change. • Demonstrates knowledge of the culture, practices, business, and structure of the firm. • Demonstrates knowledge and adherence to basic firm policies, procedures and processes. • Interacts effectively and courteously, in person, by telephone, and in writing with clients, attorneys, supervisors, co-workers, and other business professionals. • Proactively communicates the status of work. • Asks for help. Understands the need to ask questions and seek guidance. • Expresses thoughts clearly, accurately, and concisely, both verbally and in writing. • Builds effective relationships with coworkers. • Participates and contributes fully as a team member. • Utilizes available technology to carry out job responsibilities. • Determines most appropriate technology to accomplish a given task. • Seeks ways to utilize technology to improve efficiency. Requirements • Five (5)+ years of legal secretarial experience in a large law firm preferred. • Litigation background needed. • Keeps abreast of practice area processes as appropriate to the position. • Thorough knowledge of office organization, workflow and procedures. • Thorough knowledge and use of firm technology tools; share knowledge with colleagues. • Demonstrates ability to multi-task and handle competing priorities without sacrificing attention to detail. • Demonstrates ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients. • Takes initiative to learn new skills that will contribute to enhanced performance of the role. • Demonstrates ability to work independently as well as part of a team, as needed. • Excellent organizational skills • Creative and efficient problem-solver • “Can do” attitude • Working knowledge of bolthires Office • 60 wpm typing speed • Excellent grammar, spelling, punctuation, and communication skills • Attention to detail and good organizational and analytical skills • Flexible attitude and the ability to deal well with changing assignments and priorities • Ability to multi-task Benefits • Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off. 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