Job Description

Seeking a stellar legal secretary for a long standing and international law firm's Palo Alto office.

Salary up to $125K ($64.80/hr), hybrid work (3 on site, 2 remote days), excellent culture & environment and excellent benefits offered.

Essential Duties and Responsibilities:

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. This may require spending long periods of time at a computer workstation.
• Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents.
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills.
• Draft, format and finalize pleadings and discoveries
• Handles in-coming correspondence as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.
• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails/e-submits specific invoices to clients.
• Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests in Firm software, currently NBI. This may require lifting file bank boxes containing client files.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.

Qualifications:

• Minimum of five years of legal support experience in a law firm, as either a legal assistant or legal secretary, in a litigation setting.
• Knowledge of legal terminology and procedures.
• Advanced computer and software application skills. Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required. Proficiency with FileSite document management is a plus.
• Proficiency with e-filing in federal and state courts is desired.
• Ability to proofread typed material for grammatical, typographical or spelling errors.

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