Senior Legal Secretary

Legal Administrative Assistant

Los Angeles, CA (Century City)

Qualifications

• A High School diploma or equivalent is required; a College degree is preferred.
• Excellent written and verbal communication skills.
• Excellent attention to detail and ability to multi-task in a high-paced environment.
• Ability to prioritize, coordinate work, juggle multiple priorities, and manage deadlines.
• Ability to maintain confidential information.
• Ability to manage workflow and delegate projects as necessary.
• Ability to think critically and analytically in a pressured environment.
• Ability to clearly and effectively communicate with various levels of staff within the organization.
• Ability to constantly learn new skills as they become necessary.

Duties and Responsibilities

Coordinates and maintains effective office procedures and efficient workflow; complies with policies and procedures set by the employer;

establishes and maintains harmonious working relationships with supervisors, co-workers, clients, etc.

Schedules client meetings and conference calls; arranges business itineraries and coordinates lawyers’ travel arrangements;

processes travel reimbursements; maintains calendar and due dates for lawyers as required.

Organizes and coordinates the flow of information. Sorts, reads, and annotates incoming mail and documents as required - attaches appropriate file to facilitate necessary action;

determines routing and signatures required, and maintains follow-ups. Answers phones and directs callers to appropriate persons as circumstances warrant.

Receives and assists visitors.

• Types and composes general correspondence, memos, legal documents, faxes, reports, etc., from various sources (e.g., handwritten notes).
• Prepares communications outlined by a lawyer in oral or written directions. Responsible for the accuracy and clarity of the final copy.

Correlates and edits materials submitted by others. Organizes material that may be presented to lawyers in draft format.

Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)

• Equipment : computer, duplicating machines, scanners.
• Systems : iManage, MS Office, Elite, Webview, Chrome River, InTapp.
• Establishes and maintains filing and records in both hard copy and electronic formats. Files information in a timely manner.

Retrieves information from files as requested. Sends files to storage on a periodic basis. Updates subscription books as required.

• Enters lawyers’ time on a daily basis and sends to accounting by month-end deadlines. Prepares client billing as required.
• Researches and abstracts information and support data in preparation for meetings, work projects, and reports.
• Creates and maintains up-to-date desk manual on specific instructions and responsibilities for the secretarial share.
• Takes action authorized by Attorneys or Director of Administration using initiative and good judgment in handling matters.
• Notifies appropriate parties the status of assigned attorneys; notifies the Director of Administration about availability to assist with overflow work.

Salary : $73,000.00 $102,000.00, plus overtime and bonus (Dependent on experience)