Job Description

Exemption Status: Hourly Non-Exempt

Remote Options/Office Hours: This position in the San Francisco office

Classification: Legal Support Staff

Summary of Position:

Requires 5+ years of recent experience as Legal Secretary, Legal Assistant or Administrative Assistant in a law firm or legal department, advanced proficiency with MS Office and a proactive work ethic. This position is to support the workload of the Managing Partner of the firm across the various practice areas she supports, namely, Trusts and Estates including Litigation. It is a very fast-paced environment and job at hand can change at moment' notice. Flexibility is expected and the taking of initiative and being proactive is essential in this role.

Responsibilities include but not limited to a full range of secretarial and administrative tasks including heavy calendar management, travel arrangements and expense reimbursements, creating, revising and formatting legal documents, filing petitions and other documents with various courts, spreadsheets and presentations using the Firm's software, document comparison and proofreading. The Legal Secretary is also responsible for answering phones, entering attorney time, along with other general secretarial duties and projects as assigned. This is a very fast paced environment, and the Legal Secretary must be able to multitask and manage a voluminous caseload. This role requires a self-starter who is willing and open to learning new skills as well as taking initiative and being proactive.

In addition, the Legal Secretary may complete tasks that are billable to clients and may occasionally perform Paralegal level assignments.

Direct Reports: n/a

Essential Duties and Responsibilities, including but not limited to:

• Filing Petitions and other documents with various courts
• Answering phones
• Scheduling client meetings
• Calendaring mediations, arbitrations, hearings, etc.
• Entering attorney time in practice management system
• Creating spreadsheets and presentations
• Running reports using the Firm's software
• Proofreading and document comparison
• Calendar management
• Booking and coordinating travel arrangements
• Expense reimbursement and reconciliation
• Additional projects as assigned

Requirements:

Education and Experience

• 5+ years recent experience in Trust and Estates including Litigation.
• California Notary Public (preferred, but not required).

Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite, Outlook, Adobe, legal practice management and document management systems.
• Intermediate to advanced word processing skills.
• Proficiency in California Rules of Court and local rules.
• Solid command of English including excellent spelling, grammar, punctuation, form and style.
• Organized and detail oriented.
• Ability to communicate clearly and work well with a team and on your own.
• Positive attitude, intellectually curious, dependable and motivated.

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