Legal Secretary - Transactional Job at BakerHostetler in Seattle

Our Seattle office has an excellent opportunity for a Legal Secretary to support transactional attorneys in both our Emerging Companies & Venture Capital group and Digital Assets & Data Management group. This is a non-exempt position that reports to the Office Administrator.

The successful candidate will be self-motivated, proactive, and possess strong communication skills. A commitment to client service with strong attention to detail is essential. This position will provide support to a legal team consisting of a minimum of four (4) attorneys (all with varying workloads). The Legal Secretary will undertake a variety of administrative and clerical tasks. This position works under the supervision of attorneys and has an in-person presence of five (5) days a week.

Responsibilities:

• Delivers excellent work and superior service to the Firm’s clients; contributes to the Firm’s reputation for excellence by providing highly efficient and effective secretarial and administrative support to a growing legal team.
• Provides clear and proactive communication to balance the team’s workload to ensure completion of projects within established time frames and quality standards.
• Assist attorneys in meeting client-service support demands, including providing telephone support (answering questions and otherwise being helpful to callers), performing administrative tasks as requested and as usual in relation to task, performing document production and other related tasks.
• If requested by an attorney, answer telephone and gives information to callers and routes call to appropriate individual, takes messages and places outgoing calls.
• Electronically file correspondence, including emails, and other documents and records into NetDocs.
• Assist with opening and closing of client matters and prepare engagement letters.
• Review and edit billing proformas. This includes working with the assigned billing specialists to prepare client invoices, create cover letters, and send client invoices.
• If requested by an attorney, enter attorney time into time entry system, Intapp Time.
• Draft, revise, edit and proofread documents. This includes preparing redlines and tables of contents.
• Set-up and maintain hard copy files for client matters, if requested.
• Schedule various events and meetings to include coordinating travel arrangements, reserving internal conference rooms, and reserving guest offices (across all offices).
• If requested by an attorney, maintain attorney calendar to include scheduling.
• If requested, enroll attorneys in CLE courses and assist with CLE questions and recording.
• Maintain attorneys’ client contact information.
• Complete annual bar dues and professional membership renewals.
• Process timely expense reimbursements through ChromeRiver.
• Back up other secretaries during planned and unplanned secretary absences.
• A strong attention to detail and the ability to anticipate peripheral needs is crucial.
• Other duties as requested and assigned.

Requirements:

• Associate’s degree and/or Bachelor's degree is preferred. A high school diploma or general education degree (GED) is required.
• A minimum of three (3) years’ experience working as a Legal Secretary and/or three (3) years in a professional services environment.
• Interpersonal communication skills necessary in order to maintain effective relationships with partners, attorneys, clients, and staff in-person, by e-mail and telephone.
• Ability to provide a high level of customer service and be able to clearly and effectively communicate both verbally and in writing.
• Demonstrated proficiency in Adobe Acrobat, Microsoft Office Suite including Word, Outlook and Excel as well as document management systems such as NetDocs.
• Advanced skills in Word to include using styles, track changes, and document comparison programs is preferred.
• Prior experience with Intapp Time, Proforma Tracker, and ChromeRiver is a plus.
• Fundamental knowledge of legal terminology is helpful.
• Washington State notary is a plus.

The expected annual salary for this position ranges from $55,932.46 - $78,305.44. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.

BakerHostetler offers a comprehensive and competitive benefit program including group health, dental and vision insurance, PTO (20 days) prorated in the year of hire, paid holidays (10 days), 401(k) plan, parental leave (4 weeks, not including disability, where applicable, and accrued PTO), family care program, wellness program, life and accident insurance, and short and long-term disability. #LI-Onsite