Legal Secretary Job at SourcePro Search, LLC in San Francisco

We have a great opportunity for a Legal Secretary with our top ranked global law firm client based in San Francisco. The Legal Secretary provides secretarial and administrative support to the direct and in-direct assigned principal(s) and team.

We are seeking candidates with 8+ years of experience in the legal secretarial field working with corporate teams. This role offers a very generous and competitive compensation package and excellent growth potential.

The ideal candidate will prepare documents, correspondence and extensive client billing. Additional responsibilities include extensive internal and external client contact, organizational and research support, as well as perform a wide variety of other administrative functions. The Legal Secretary III possesses a mastery of specialized knowledge and skills in own area and demonstrates the ability to assume responsibility with minimal supervision, exercises excellent judgment and makes independent decisions within the scope of assigned authority. The Legal Secretary III will effectively use his/her skills and knowledge to improve processes and procedures. The Legal Secretary III champions and practices cooperation, collaboration and teamwork and serves as a mentor to junior associates and secretaries with less experience.

ESSENTIAL JOB FUNCTIONS:

• Handles and understands written work, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product.
• Maintains and processes extensive, specialized client billing for principals, directly or indirectly.
• Compiles, assimilates, and organizes data or materials for clients or other departments within the Firm.
• Advises, provides information, and instructions and/or guidance to Junior Associates.
• Acts as an expert in the legal secretarial group, fielding questions from others and training less experienced colleagues as needed.
• Consistently works toward firm-wide or departmental goals in CRM, records retention, and other programs or initiatives.
• Maintains and updates comprehensive contact information using CRM Best Practices.
• Prevents scheduling conflicts, coordinates and facilities solutions with internal & external clients.
• Communicates extensively with clients, counsel, partners and other high level directors.
• Investigates and responds to client requests.
• Answers phones, transfers calls, takes messages, establishes conference calls, and uses voice mail.
• Understands and fully utilizes word-processing functions for document preparation.
• Coordinates, compiles, organizes and sends materials to clients.
• Reviews and processes administrative and personal charges via BillBack program.
• Maintains principals' time in Carpe Diem.
• Scheduling and coordinating with clients relative to working with other practices.
• Takes and transcribes dictation.
• Utilizes iManage document management system effectively as a central repository for all matter related documents.
• Maintains filing per team utilizing Firm filing standards including Kwiktag.
• Opens all mail (may include electronic e-mails) reading for content and or action; forwarding or responding if applicable.
• Prepares New Matter Reports and updates list of client/matter codes.
• Prepares and checks for new matters.
• Makes travel arrangements and completes travel and expense reports for reimbursement in Concur.
• Schedules meetings, reserves conference rooms, coordinates video/audio equipment, and orders food.
• Manages principals' outlook calendars using discretion and judgment when accepting meeting requests.
• Monitors CLE credits for principals.
• Updates Secretarial Desk Notes, as needed.
• Practices and fosters an atmosphere of teamwork, collaboration and cooperation.
• "Go to" person on the floor.
• Performs any and all other duties as necessary and as assigned by your supervisor for efficient functioning of the Department, Office and Firm.

INTERACTIONS AND CHALLENGES:

• The Legal Secretary III will interact regularly with Firm attorneys, paralegals, and staff in facilitating the flow of all administrative work for the Principals. The Legal Secretary III will work regularly with other Departments such as Administration, Finance, Hospitality, Reception, Word Processing, Facilities and Office Services, as well as members of all regional offices.
• The Legal Secretary III will regularly determine work priorities based upon Firm and Department standards. The Legal Secretary III will be called upon to solve problems in a fast-paced and highly pressure-filled environment, often requiring independent thought. The Legal Secretary III is expected to complete work assignments with minimal guidance.

QUALIFICATIONS / KSAs:

• High School Diploma is required.
• College a plus.
• 8+ years of experience in the legal secretarial field working with corporate teams.
• Knowledge of the Firm's Policies and Procedures.
• Knowledge of principals and processes for providing customer and personal services (customer needs assessment and meeting quality standards).
• Excellent written and verbal communication skills.
• Excellent interpersonal and organizational skills.
• High attention to detail and ability to multi-task in a high paced environment.
• Good judgment and calm demeanor in stressful situations.
• Understands law firm structure and reporting sequences.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.
• Ability to increase effectiveness of the team and lead by example.
• Ability to prioritize and coordinate work.
• Ability to maintain confidential information.
• Ability to manage workflow and delegate projects as necessary.
• Ability to juggle multiple tasks and manage to deadlines.
• Ability to think critically and analytically in a pressured environment.
• Ability to clearly and effectively communicate with various levels of people within the organization.
• Ability to work independently, productively and cooperatively with other employees.
• Ability to constantly learn new skills as they become necessary.
• Equipment: computer, fax machines, duplicating machines, scanners.
• Systems Required: iManage, MS Office, Elite, Legiant, Carpe Diem, CRM.
• Vision: ability to see well enough to read materials and computer screen 80% of the time with or without an accommodation.
• Hearing: ability to hear well enough to talk on the phone at least 50% of the time with or without an accommodation.
• Posture: ability to sit for approximately at least 60% of the time and to stoop up and down 25% of the time with or without an accommodation.