Litigation Legal Secretary Job at Baker Botts LLP in Palo Alto

Job Category: Office Services - Secretarial Services

Requisition Number: LITIG001862

Posted: March 3, 2025

Employment Type: Full-Time

Location

Palo Alto, CA 94304, USA

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking a Litigation Legal Secretary. Under general supervision from the Office Administrator, the Litigation Legal Secretary provides full administrative and document processing support to an assigned group of attorneys and/or paralegals. This is a full-time, non-exempt position based in Palo Alto with excellent benefits.

Essential Duties and Responsibilities:

• Provides confidential administrative support, performing secretarial tasks including composing or preparing documents and correspondence.
• Establishes, maintains, and oversees electronic files, correspondence, databases, and records.
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills.
• Drafts, formats, and finalizes pleadings and discoveries for service and/or direct filings with the respective court.
• Schedules appointments and coordinates meetings and conferences, including travel and meal arrangements.
• Coordinates outsourced copy jobs and provides photocopying and scanning of documents.
• Handles incoming and outgoing correspondence in a timely fashion.
• Drafts, edits, and disseminates information through various formats including presentations and memos.
• Answers telephones and delivers accurate messages.
• Reviews and revises monthly proformas and prepares correspondence for submission to accounting.
• Inputs attorney time utilizing the Firm’s time entry software.
• Interacts with clients, vendors, attorneys, and staff to maintain good relations.
• Maintains workstation and surrounding area, which may require physical activity.
• Closes files per lawyer requests in Firm software.
• Reconciles and submits travel and client expenses for reimbursement.
• Other projects as assigned.

Qualifications:

• High School Diploma required; Some college and/or PLS Certification desirable.
• At least three years of related office experience.
• Knowledge of legal terminology and procedures.
• Strong organizational and records management skills.
• Effective communication skills, both orally and in writing.
• Ability to maintain confidentiality.
• Strong interpersonal skills.
• Proficiency with Microsoft products and FileSite document management.
• Proficiency with e-filing in federal and state courts is desired.
• Ability to proofread typed material.
• Ability to prioritize tasks under time constraints.
• Must be able to lift and carry file folders weighing up to 5-10 pounds.
• Must be able to work at a computer for considerable periods of time.

Extent of Contact:

• Daily contacts with lawyers, staff, and colleagues.
• Moderate to high degree of contact with clients and lawyers from other firms.
• Occasional contact with vendors and legal associations.

Physical Demands:

• Moderate physical activity required.
• Must be able to lift and carry file folders weighing up to 20 pounds.
• Must be able to staple and collate repetitively.
• Must be able to lift, squat, kneel, and bend.

Working Conditions:

• Work is performed in a typical office environment.
• This is a full-time position requiring a standard work week.
• Must be available to work overtime when necessary.
• This role may be hybrid, requiring a minimum of three days per week in the office.

For positions based in the Palo Alto office of Baker Botts L.L.P., the salary range is $43.20 - $64.80/hr.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to any protected status.

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