Legal Secretary (Business/Corporate)

Summary

The legal secretary position at Withers Bergman LLP is responsible for providing a broad range of secretarial and administrative support to attorneys, fee-earners, administrative personnel and clients.  This role is resident in the Los Angeles office and is assigned to the Business division and supporting the Corporate and Commercial team and also the Corporate Tax team.

Primary Functions

• Drafts letters and 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

1. Extremely detail oriented.
2. 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.
3. Substantial experience with transcribing dictation.
4. Must possess strong technical skills, with solid knowledge of Microsoft Word, Outlook, as well as programs such as FileSite/iManage and Elite.
5. Familiarity with legal terminology pertinent to the trust and estate area of law.
6. Ability to prioritize and multitask effectively.
7. Interpersonal skills: the ability to establish effective working relationships with colleagues and clients.
8. Ability to work both as a team as well as independently.
9. Knowledge of library operations and records storage procedures for retrieving materials and files.

Experience and Education Required

• 3+ years as a secretary or administrative assistant in a law firm, preferably in a law firm’s corporate transactional or corporate tax practice group. 
• High School diploma required, Bachelor's Degree preferred.

About Withersworldwide

Withersworldwide has been acting for successful individuals, families and institutions for 125 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 centres of Europe, Asia-Pacific, the United States and the Caribbean, we provide coverage and services that other law firms focussed on the needs of the individual cannot.  We have represented 66% of the Top 100 in The Sunday Times Rich List, 25% of the Forbes 400 List, 35% of the Hong Kong Forbes Rich List and 35% of Forbes Asia's Richest Families list.

Equal Employment Opportunity 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, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistant or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.

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