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Legal Secretary - Los Angeles, CA

Century City, CA · Legal
Legal Secretary - Los Angeles, CA
Top-notch law firm is seeking a service-oriented Practice Assistant to support an assigned group of attorneys and/or paralegals. (The position is currently located in Downtown Los Angeles, but will be relocated to Century City in January 2020) Duties include; Creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Office 2016, Adobe Acrobat DC and DMS); document comparison, transcription and proofreading.  Answering phones, entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned.
This position requires a professional, highly motivated, organized self-starter capable of functioning in a fast-paced, challenging legal environment.  Strong interpersonal and communication skills along with the ability to work collaboratively within a team are also required.
ESSENTIAL JOB FUNCTIONS:
Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.
Document Preparation: Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe Acrobat DC, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials.  In conjunction with the preparation of such documents, the legal secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.  Transcribes dictation, minutes of meetings or taped records of conferences and meetings.
Administrative Support: Processes conflict checks and New Client/New Matter forms (KENI); enters attorney time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; calendar management (Outlook Calendars).  Conducts internet research as directed by attorneys.
Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.
File Maintenance: Establishes and maintains paper and electronic files in compliance with current Firm policies utilizing the Firm’s LegalKEY system and Document Management System.
Customer/Client Service and Teamwork:  Provides assistance to other legal secretaries within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and clients.  Anticipates and identifies clients’/colleagues’ current and future needs.  Shares information and offers ideas and solutions in a team environment.
Professional Demeanor: Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.  Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues.  Performs complex legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.
QUALIFICATIONS: The ability to work the core business hours of 8:30 am - 5:00 pm with flexibility for overtime, as required.  Must have 3+ years of legal secretarial experience, in corporate and litigation.  Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required.  Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred. 
EDUCATION REQUIREMENTS: Must have high school diploma.  Associate Degree in Business preferred.
To Apply: Please email your resume for consideration to: cfleck@chelsearecruiters.com
Craig Fleck
Vice President
Chelsea Search Group
3050 Rue D'Orleans #317
San Diego, CA 92110
858-829-7747
cfleck@chelsearecruiters.com
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