Executive Assistant/Litigation Secretary

at  Baker McKenzie

SKILLS:

• Intermediate knowledge of Word, Excel and PowerPoint.
• Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.).
• Works independently prioritizing work and meeting deadlines.
• Knowledge of marketing resources and relevant materials.
• Excellent verbal and written communication skills.
• Actively pursues opportunities for self-development/collaboration.
• Understands Firm structure and available resources.
• Looks for ways to improve processes and/or procedures.
• Some analytical ability is required in order to find solutions to various administrative problems and prioritize work.
• Collaborates well with others at all levels.
• Maintains professional interaction with clients.
• Take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction are provided.
• Work well under pressure with intense deadline.
• Have solid organizational and planning skills.
• Problem Analysis and problem solving skills.
• Judgment and decision-making ability
• Maintain high levels of confidentiality
• Team Player
• Attention to detail and accuracy

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent; some College preferred; a minimum of 10 years of Executive Assistant/Litigation Secretarial experience; secretarial Degree preferred; work experience in a legal or professional services environment.

PHYSICAL REQUIREMENTS:

Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift up to 25 lbs.

• Prepare attorneys correspondence, and other legal documents as requested.
• Screen incoming telephone calls.
• Monitor Outlook Inbox and respond to routine incoming communications.
• Ability to appropriately draft information on behalf of timekeeper with little or no direction.
• Manage attorney’s calendar and excels with heavy scheduling (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation).
• Create and proof PowerPoint presentations, when needed.
• Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.).
• Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening, and distributing incoming mail, billing, etc.
• Experience in making extensive travel arrangements through FCM Travel (i.e., International and Domestic, last minute travel changes, etc.) and check-in for flights.
• Formatting/revising briefs, pleadings and other legal documents.
• Generating TOC/TOA for briefs.
• Assisting with manual and electronic court filings
• Serving Discovery documents
• Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor.
• Be familiar with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
• Experience with trial preparation
• Process vendor invoices for payment.
• Maintain and update electronic filing system, and retrieve information from files, when needed.
• Respond to regularly occurring requests for information.
• Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes.
• Volunteers to assist others in practice group and office. Works harmoniously in a team environment and fosters team spirit.
• Shares information and expertise readily with staff members at all levels.
• Schedule and coordinate complex activities such as meetings, events and seminars.