Executive Legal Secretary

GENERAL SUMMARY
Under general supervision, an Executive Legal Secretary is responsible for performing a variety of secretarial duties throughout the Firm according to established policies and procedures. Ability to work in a cooperative positive manner with all coworkers, clients, attorneys and non attorney staff and observes confidentiality in all matters relating to the Firm. Professional dress and demeanor, regular predictable attendance at the appointed time is expected.
Must be available for work assignments and responsibilities as assigned.
Works closely with and coordinates work efforts in conjunction with support staff (i.e., Accounting, Employee
Relations and Recruiting, Marketing, Word Processing, Office Services and Records).
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
• Proficient utilizing Microsoft Word, Outlook, Excel, PowerPoint, Interwoven WorkSite, Workshare Compare, Carpe Diem, and other 3rd party software such as Innova and Best Authority.
• 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.
• Attend in-house training sessions on computer software, etc.
• Prepare correspondence, memoranda, legal documents and material of a general nature from written andoral drafts; drafts standard correspondence and other documents.
• Create various legal documents for filings and/or closings as required. Prepare notebooks, exhibits, and other documentation as assigned.
• Transcribe dictation tapes, handwritten copy and telephone dictation involving use of legal terminology and court and agency formatting, or other formatting, as required.
• Proofread documents for grammar, punctuation, syntax and formatting consistency.
• Fax, copy, and respond to emails as necessary.

• Read, sort and date incoming mail. Follow section guidelines pertaining to mail. Ensure outgoing mail is timely delivered. If necessary, route mail to specific delivery service and follow up on timely delivery. Route publications and review if required by supervisor.
• Receive, process, and/or transfer telephone calls and messages from clients, co-counsel and other personnel in a prompt and courteous manner. Accesses both voicemail and email as needed.
• Establish and maintain calendar and deadline reminder systems. Manage calendar and assist in meeting deadlines. Apprise supervisor(s) of responsibilities in advance of commitment.
• Coordinate conferences and meetings, including conference scheduling, video conferencing scheduling meals and preparation of materials as necessary.
• Open new client/matter files, request conflict checks, and maintain all client and general files. Conduct periodic review for possible storage or destruction of older files. Prepare files to be closed. Maintain files in an efficient and effective manner.

• Handle billing process, time entry and billing memos under the guidance of the attorney, as appropriate.
• Ensure timekeepers time entry is closed in a timely manner.
• Receive clients and visitors. Maintain good public relations with clients. Observe confidentiality of attorney/client relationship. Prepare materials for client meetings, update client contact lists, interface with client questions.
• Handle check requests, travel expenses and travel arrangements. Travel arrangements include airline, car and hotel reservations.
• Preparation of materials for publication or speaking engagements.
• Research and legal assistant duties as required. Use the Internet for research and general information as  well as web-based programs, as necessary.
• Interact congenially with clients, attorneys, nonattorney staff, and other representatives in and outside of the Firm.
• Ability to handle pressure, extended hours as needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fastpaced, high-tech environment.
• Perform overflow assistance (typing, filing, photocopying, etc.) as requested by attorneys, paralegals or Employee Relations.
• Self-starter with the ability to work independently, possess a willingness to help others and has above average customer service skills.
• Proficient in all areas of law and software in order to work in any section in the Firm; ability to adjust to multiple tasks from multiple individuals in the Firm.
• Perform work honestly, ethically and safely.
• Maintain a good attendance record. Is punctual and prepared to perform duties upon arrival.
• Adhere to Firm policies and procedures as outlined in the Firm Handbooks.
• Work overtime as needed.
• Dress professionally.
• Maintain positive and respectful attitude.
• Communicate regularly with supervisors about department issues.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Associate's degree or equivalent from two-Year College or technical school; Bachelor's degree from fouryear College or university; or three to five years related experience and/or training; or equivalent combination of education and experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
• Ability to demonstrate computer proficiency by passing a Firm-mandated skills assessment.
• Ability to prepare complex, properly formatted documents using styles, section formatting, tables in Microsoft Word.

• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level not less than 70 wpm.

• Ability to read and write in order to write routine reports and correspondence; proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters.
• Attention to detail.
• Ability to interpret documents such as safety rules, operating and maintenance instructions and policy and procedure manuals.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Interpersonal skills necessary in order to communicate efficiently and effectively in person, by email, and telephone to provide information with ordinary courtesy and tact; follow instructions, both written and oral, effectively from a diverse group of clients, attorneys and staff, to provide information with ordinary courtesy and tact.
• Ability to handle pressure, extended hours as needed, interruptions, and multiple projects with frequently changing priorities in an efficient manner, rapid turnaround as required, and generally perform in a fastpaced, high-tech environment.
• Handle overflow work from other staff.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Display excellent organizational skills.
• Friendly and professional demeanor.
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information while performing other essential duties.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

WORKING CONDITIONS
Normal office environment with some exposure to excessive noise, dust, temperature and the like. The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities toperform the essential functions.
EMPLOYMENT

• The above statements are intended to describe the general nature of the job and do not represent that all such duties will be performed by all individuals who hold the job. The list of duties is not exhaustive in that incumbents may be assigned other duties in addition to those shown. All employees of the Firm are expected to:
• Promote positive work habits, including effective and timely communication, teamwork and respect for coworkers.
• Provide constructive guidance to other employees and representatives of third parties who do business with the Firm.
• Comply with safe work practices, including the use of safe work procedures, maintenance of a safe working area, and the use of safety equipment.
• Contribute to providing the highest quality of products and services to clients.
• Understand and appropriately apply the Firm's practices and procedures.

SCOPE OF JOB DESCRIPTION AND MODIFICATIONS
This job description does not limit the tasks that an employee may reasonably be requested to perform. Substantive changes to this job description may be necessary to meet the changing business needs of the Firm. Any substantive revisions of this job description require the approval of the Director of Employee Relations and Recruiting. Not with standing, this position description, all employees are at-will employees — each may resign at any time and for any reason, and the Firm is free to terminate the employee at any time, with or without cause and with or without notice.