Floater Legal Secretary (Private Client and Tax)
Permanent - Full Time
The floater legal secretary position at Withers Bergman will act as a backup to other legal secretaries in supporting attorneys and paralegals when necessary and to assist with overflow work. This role is resident in the Los Angeles office but will provide support to all offices in California and is assigned to the Private Client and Tax division. This role is required to be in the office 5 days a week.
- Drafts letters and trust and estate related documents; collects and analyzes information; prepares charts, graphs, and other visuals.
- Frequent communications with clients on behalf of attorneys.
- Effectively transcribes dictation for written communication and documents
- Maintains attorneys' calendars by scheduling conferences, teleconferences, and travel.
- Communicates and obtains information from/for internal and external clients.
- Manages administrative matters and details for attorneys.
- Maintains and updates attorney mailing lists for clients.
- Maintains confidentiality of client and firm matters.
- Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
- Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
- Supports attorneys, fee-earners and clients by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents.
- Schedules meetings with internal and external participants, and arranges conference rooms.
- Prepares Chrome River reimbursement reports for assigned fee-earners.
- Maintains hard copy and electronic filing system (FileSite/iManage).
- Assists with providing coverage to reception as scheduled by the Office Manager.
- Operates office equipment including photocopy machine and scanner when needed.
- Inputs attorney time into timekeeping software.
- Performs other job related duties as assigned.
Specific Skills Required
- Extremely detail oriented.
- Strong communication skills: the ability to express self effectively, both orally and in writing including excellent spelling, grammar, punctuation, form and style. Ability to compose correspondence as needed.
- Substantial experience with transcribing dictation.
- Must possess strong technical skills, with solid knowledge of Microsoft Word, Outlook, as well as programs such as FileSite/iManage and Elite.
- Familiarity with legal terminology pertinent to the trust and estate area of law.
- Ability to prioritize and multitask effectively.
- Interpersonal skills: the ability to establish effective working relationships with colleagues and clients.
- Ability to work both as a team as well as independently.
- Knowledge of library operations and records storage procedures for retrieving materials and files.
Experience and Education Required
- 3+ years as a floater secretary or administrative assistant in a law firm, with experience in supporting the trust and estate legal practice.
- High School diploma required, Bachelor's Degree preferred.
Withersworldwide has been acting for successful individuals, families and institutions for over 100 years.
We advise clients on the full range of their business, personal and philanthropic legal needs, both at home and abroad. With offices in the key financial centers of Europe, Asia-Pacific, the United States and the Caribbean, we provide coverage and services that other law firms focused on the needs of the individual cannot. We have represented 46% of the Top 100 in The Sunday Times Rich List, 25% of the US Top 100 Forbes Rich List, 30% of the Top 20 Hong Kong billionaires in the Forbes World's Billionaires list and over 20% of the Forbes Asia's Richest Families list.
Equal Opportunities Employment Statement
The firm is an Equal Employment Opportunity employer. Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, religious creed, sex, gender, gender identity, gender expression, pregnancy, age, marital status, sexual orientation, national origin, ancestry, alienage or citizenship status, disability status, medical condition, genetic information, political activity or affiliation, protected veteran status, or any other classification or characteristic protected by applicable federal, state or local laws. The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.
The firm is committed to complying with all applicable provisions of the Americans with Disabilities Act (“ADA”) and state and local disability laws, as applicable. It is the policy of the firm not to discriminate against any qualified employee or applicant with respect to any terms or conditions of employment because of such individual’s disability or perceived disability. Such terms or conditions of employment include application procedures, hiring, advancement, discharge, compensation, training, or other privileges of employment. The firm will make a reasonable accommodation for employees or applicants with a qualifying disability unless providing such accommodation would impose undue hardship.