Baker & McKenzie is hiring: Executive Assistant/Litigation Secretary in San

DescriptionThe Executive Assistant/Litigation Secretary will provide secretarial and administrative support, as required.Responsibilities:Prepare attorneys' correspondence, and other legal documents as requestedScreen incoming telephone callsMonitor Outlook Inbox and respond to routine incoming communicationsAbility to appropriately draft information on behalf of the timekeeper with little or no directionManage 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 neededInteract 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-insFormat/revise briefs, pleadings, and other legal documentsGenerating TOC/TOA for briefsAssist with manual and electronic court filingsServe Discovery documentsKnowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendorProcess vendor invoices for paymentMaintain and update electronic filing system, and retrieve information from files, when neededRespond to regularly occurring requests for informationType general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changesVolunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spiritShare information and expertise readily with staff members at all levelsSchedule and coordinate complex activities such as meetings, events and seminarsLook for ways to improve processes and/or proceduresSkills and Experience:High School Diploma or equivalent; some College preferred; secretarial Degree preferredStrong experience as an Executive Assistant/ Litigation Secretary; work experience in a legal or professional services environmentExperience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.Attention to detail and accuracyIntermediate knowledge of Word, Excel, and PowerPointPossess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)Able to work independently prioritizing work and meeting deadlinesKnowledge of marketing resources and relevant materialsExcellent verbal and written English communication skillsActively pursue opportunities for self-development/collaboration.Understand Firm structure and available resourcesSome analytical ability is required to find solutions to various administrative problems and prioritize workCollaborates well with others at all levelsAble to maintain professional interaction with clientsAble to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is providedCan work well under pressure with intense deadlinesPossess solid organizational and planning skillsPossess problem-analysis and problem-solving skills as well as judgment and decision-making abilityAble to maintain high levels of confidentialityTeam PlayerPhysical Requirements:Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbsThis 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