Legal Secretary - Hybrid

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Legal Secretary - Hybrid
Duties: Keep attorney work materials, your desk and work areas organized and orderly. Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys. Arrange for and track accurate payment of vendor invoices, charge vendor invoices to clients/matters when appropriate. Copy, scan, fax, upload and email documents. Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors. Handle shipping and couriers. Arrange couriers, shipments and track status and delivery. Proof and prepare documents for final drafts. Transcribe from tapes, handwritten materials and dictation. Develop and maintain relevant information and desk procedures for reference during time away. Monitor and understand attorney(s)’s whereabouts and/or how to contact for client needs, know attorney(s)’s availability for meetings and other events. Maintain attorney(s)’s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVPs, and inform the attorney of any attendee issues/special requests. Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs. Answer attorney(s)’s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.). Enter new contacts in MS Outlook, update existing contacts. Preview, read, file and, when appropriate, respond to emails for assigned attorney(s). Open, sort, prioritize and distribute mail. Prepare the first draft of billing and new matter letters using firm formats. Prepare, emails and other correspondence using appropriate, standardized formats. Complete the Intake form, communicate additional needs for form, research intake information, and resolve issues with new matter intake. Coordinate with the Conflicts department to ensure all communication and procedures for conflicts checks are followed. Determine when to close matters, draft closing letter, and organize file retention and clean-up efforts. Answer general, billing, and scheduling questions and handle general client interaction. Gather information and prepare a draft audit response letter. Send finalized audit letters to the audit committee for approval and final submission to client. Monitor client news and coordinate competitive intelligence information with the Library. Calculate and complete time entry in time tracking software from available inputs. Research and assign task codes in time tracking software. Conform time entry in accordance to client guidelines. Make corrections and submit final time for the period. Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills. Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills. Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment. Respond to client billing inquiries and requests for information. Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes. Check-in, print necessary documents, coordinate destination information/ arrangements. Set flight notifications, track and communicate delays/changes. Create and update folder structures in Document Management System, maintain and update files housed within the structure. Create and maintain hardcopy file structure, maintain binders, maintain file drawers, Redwelds. Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency. Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm. Participate in special projects as assigned. Redline documents and pull cases from WestLaw, Court Docket, etc. Complete necessary training provided by courts and others on processes/requirements and plan accordingly. Create a Table of Contents, create and prepare Table of Authorities, create a shell for Master Caption, create an initial Pleading draft, and prepare informational binders. Manage Pleading and Discovery Clips. Create, maintain and update iManage Pleading and Discovery Clips. Process e-filing, manage accounts and login information, and manage deadlines in conjunction with ~docket. Arrange to pay filing fees, manage to deadline in conjunction with ~docket, manage exhibits, file documents, act as a liaison between attorney and the court. Coordinate Outside Services. Schedule, communicate and coordinate court reporting services, videographers, process servers, and attorney services. Manage Court Admissions. Coordinate and maintain admission to necessary courts. Monitor Judge Preferences and Local Rules. Monitor and communicate judge preferences and local rules. Calendar Important Case Dates. Track (via all resources available including online) and coordinate with ~docket to calendar key deadlines, update and communicate changes. Prepare for Trial. Prepare trial binders, coordinate needs pre-trial and during trial, trial participation when needed. Redline documents. Pull public documents and regulatory filings using WestLaw, EDGAR, etc. Prepare Table of Contents, prepare client documents – 8-K, consents, etc., coordinate Notary when needed. Assemble and upload of documents. Gather signature pages, prepare closing binders. Create initial drafts and proof presentations using presentation software.

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