Baker & McKenzie
Executive Assistant/Litigation Secretary
Baker & McKenzie, San Francisco, California, United States, 94199
Description
The Executive Assistant/Litigation Secretary will provide secretarial and administrative support, as required.
Responsibilities:
Prepare attorneys' correspondence, and other legal documents as requested
Screen incoming telephone calls
Monitor Outlook Inbox and respond to routine incoming communications
Ability to appropriately draft information on behalf of the timekeeper with little or no direction
Manage attorney's calendar and can manage heavy scheduling duties (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation)
Create and proof PowerPoint presentations, when needed
Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening and distributing incoming mail, billing, etc.
Able to manage extensive travel arrangements through FCM Travel (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
Format/revise briefs, pleadings, and other legal documents
Generating TOC/TOA for briefs
Assist with manual and electronic court filings
Serve Discovery documents
Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor
Process vendor invoices for payment
Maintain and update electronic filing system, and retrieve information from files, when needed
Respond to regularly occurring requests for information
Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
Volunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spirit
Share information and expertise readily with staff members at all levels
Schedule and coordinate complex activities such as meetings, events and seminars
Look for ways to improve processes and/or procedures
Skills and Experience:
High School Diploma or equivalent; some College preferred; secretarial Degree preferred
Strong experience as an Executive Assistant/ Litigation Secretary; work experience in a legal or professional services environment
Experience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
Attention to detail and accuracy
Intermediate knowledge of Word, Excel, and PowerPoint
Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
Able to work independently prioritizing work and meeting deadlines
Knowledge of marketing resources and relevant materials
Excellent verbal and written English communication skills
Actively pursue opportunities for self-development/collaboration.
Understand Firm structure and available resources
Some analytical ability is required to find solutions to various administrative problems and prioritize work
Collaborates well with others at all levels
Able to maintain professional interaction with clients
Able to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
Can work well under pressure with intense deadlines
Possess solid organizational and planning skills
Possess problem-analysis and problem-solving skills as well as judgment and decision-making ability
Able to maintain high levels of confidentiality
Team Player
Physical Requirements:
Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked. The US base compensation for this position is expected to be $100,000 to $110,000 annually if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.
#J-18808-Ljbffr
The Executive Assistant/Litigation Secretary will provide secretarial and administrative support, as required.
Responsibilities:
Prepare attorneys' correspondence, and other legal documents as requested
Screen incoming telephone calls
Monitor Outlook Inbox and respond to routine incoming communications
Ability to appropriately draft information on behalf of the timekeeper with little or no direction
Manage attorney's calendar and can manage heavy scheduling duties (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation)
Create and proof PowerPoint presentations, when needed
Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening and distributing incoming mail, billing, etc.
Able to manage extensive travel arrangements through FCM Travel (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
Format/revise briefs, pleadings, and other legal documents
Generating TOC/TOA for briefs
Assist with manual and electronic court filings
Serve Discovery documents
Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor
Process vendor invoices for payment
Maintain and update electronic filing system, and retrieve information from files, when needed
Respond to regularly occurring requests for information
Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
Volunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spirit
Share information and expertise readily with staff members at all levels
Schedule and coordinate complex activities such as meetings, events and seminars
Look for ways to improve processes and/or procedures
Skills and Experience:
High School Diploma or equivalent; some College preferred; secretarial Degree preferred
Strong experience as an Executive Assistant/ Litigation Secretary; work experience in a legal or professional services environment
Experience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
Attention to detail and accuracy
Intermediate knowledge of Word, Excel, and PowerPoint
Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
Able to work independently prioritizing work and meeting deadlines
Knowledge of marketing resources and relevant materials
Excellent verbal and written English communication skills
Actively pursue opportunities for self-development/collaboration.
Understand Firm structure and available resources
Some analytical ability is required to find solutions to various administrative problems and prioritize work
Collaborates well with others at all levels
Able to maintain professional interaction with clients
Able to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
Can work well under pressure with intense deadlines
Possess solid organizational and planning skills
Possess problem-analysis and problem-solving skills as well as judgment and decision-making ability
Able to maintain high levels of confidentiality
Team Player
Physical Requirements:
Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked. The US base compensation for this position is expected to be $100,000 to $110,000 annually if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.
#J-18808-Ljbffr