Executive Legal Secretary -Transactional and Litigation

Executive Legal Secretary Transactional and Litigation Austin, Texas Full-Time

Job Description

"If you are a highly conscientious, detail-obsessed, quietly ambitious professional who derives deep satisfaction from being the operational backbone of elite attorneys and running complex legal work flawlessly behind the scenes, then this job is for you. You will enjoy flexible schedule and be part of the growth of the Austin office of a well established law firm"
GENERAL SUMMARY The Executive Legal Secretary is responsible for providing a full range of administrative support to multiple attorneys in the Transactional and Litigation Sections. The Secretary must have the ability to work in a cooperative, positive manner with all co-workers, clients, and attorneys and must observe confidentiality in all matters relating to the Firm.
ESSENTIAL DUTIES AND RESPONSIBILITIES Essential functions are primarily job duties that employees must be able to perform unassisted or with some reasonable accommodation made by the employer. Prepares draft documents such as briefs, complaints, motions, subpoenas, and summonses, using firm templates and information from attorneys. Coordinates multi-documents for filing, formatting as appropriate for each court (consistent with litigation filing requirements). E-files in both State and Federal courts, as needed. Enters and maintains all case information in Court Alert (dates, reminders, etc.) Prepares notebooks, binders, exhibits, and other documentation as needed. Opens new client/matter files and runs conflict checks in coordination with the New Business Intake team. Organizes and maintains all documents in the document management system. Maintains documents in an efficient and effective manner. Coordinates document management with either Litigation Support Managers or by saving to the appropriate file management location. Proofreads documents for grammar, punctuation, syntax and formatting consistency. Manages calendar and assists timekeepers in meeting deadlines. Apprises timekeeper(s) of responsibilities in advance of commitment, as needed. Coordinates conferences and meetings, including conference room scheduling, video conferencing scheduling, coordinating meals, and preparing materials, as necessary. Handles billing process under the guidance of the attorney, including time entry and billing memos. Ensures timekeepers time entry is closed in a timely manner. Receives clients and visitors. Maintains excellent customer service with clients. Observes confidentiality of attorney/client relationship. Prepares materials for client meetings, updates client contact lists, interfaces with client questions. Handles check requests, travel expenses and travel arrangements, including airline, car and hotel reservations. Processes new attorneys admissions to jurisdictions needed for them to be able to file with the court. Assists attorneys with memberships outside of the Firm, as needed. Coordinates CLE s for attorneys (submitting for approval, etc.). Reads, sorts and dates incoming mail. Ensures outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery. Prepares materials for publication or speaking engagements. Performs research as needed, utilizing the internet or other web-based programs. Coordinates secretary backup support in accordance with the scheduled time off to ensure assistance is provided as necessary. Adheres to Firm policies and procedures as outlined in the Firm Handbooks.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED Bachelor's degree preferred. 3-5 five years Transactional and Litigation experience required. Mid-to-large size firm preferred. Proficient in Microsoft Office Suite (Outlook, Word, Excel), document management systems (NetDocs), billing software (Carpe Diem) and expense software (Chrome River). Solid experience working in ECF and Texas state e-filing systems. Familiarity with state and federal rules and procedures. Ability to prepare complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, indices, table of contents, table of authorities, etc. Strong attention to detail, proof-reading skills, organizational skills, and ability to manage time effectively. Excellent interpersonal and communication skills and the ability to collaborate well in a team. Self-starter with the ability to work independently and to perform with a high level of accuracy in a high-volume environment. Ability to multi-task while maintaining a quality work product, balancing workload, and meeting deadlines. Above average customer service skills with a willingness to help others. Ability to work overtime as needed.