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Legal Secretary – IP Litigation

Washington, DC · Legal
Legal Secretary – IP Litigation        
A top-rated Law Firm is seeking a Legal Secretary to join their IP Litigation Team in D.C.
Position Summary: To provide complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following:
  • Prepare documents to support timekeepers which may include transcribing from dictation, drafts, handwritten notes, or oral instruction, redlining, and proofreading the product.
  • Handle all incoming telephone calls and placement of outgoing calls in a professional manner.
  • Maintain good client relationships for attorneys.
  • Reviews, date stamps, dockets, and routes incoming correspondence and pleadings.
  • Enter the time using Intapp daily. Maintain appropriate records.
  • Create and maintain files, including chronological files and indexes not stored in the Records Department.
  • Keep all files up-to-date and organized. Ensure materials are forwarded to the Records Dept. as necessary.
  • Complete all document processing and correspondence assignments accurately and within timekeepers’ stated time frames.
  • Assist other secretaries and timekeepers when necessary.
  • Prepare New Business Forms for new and existing clients, conflict sheets, and engagement letters.
  • Prepare Expense Reports, Check Requests, Travel Reimbursements, Health Club Reimbursement Forms, etc. by accounting guidelines.
  • Prepare and arrange Messenger Service, Copy Center, and facsimile requests as needed.
  • Copy documents that are not appropriate to send to the Copy Center.
  • Consistently use the CRM tool to support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining and resolving conflicts within the CRM tool.
  • Make all necessary travel arrangements, adhering to the firm’s Travel Policy.
  • Review and handle prebills.
  • Maintain current floater/backup instructions, and client/matters lists.
  • Maintain attorney/paralegal calendar, including scheduling and coordinating meetings.
  • Coordinate internal procedures and compile backup materials for attorney/paralegal preparation of audit letter responses.
  • Reconcile telephone charge reports for office and cellular phones.
  • Type a variety of litigation pleadings and discovery documents; arrange for filing and service of documents; electronically file and serve court documents as required by state, Federal, and local rules.
  • Maintains docket for various pleadings prepared and/or received.
  • Ability to perform legal research if requested.
  • Exercise care in the course of work to prevent injuries to oneself and co-workers.
  • All other duties as assigned or required.
Skills & Experience
  • Fast and accurate typing.
  • After orientation exhibit proficiency in Microsoft Word, Outlook, DTE, Adobe Acrobat, FileSurf, and other firm applications.
  • After training at exhibit proficiency in the CRM tool.
  • High school diploma or GED.
  • Keep abreast of court rules and procedures and understand legal terminology.
  • Available to work overtime, as required.
  • Previous IP litigation secretarial experience.
  • College degree or business college certificate.
  • Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines, and maintain flexibility with work assignments (including changes in attorney/paralegal assignments) and work schedule.
  • Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary.
  • Must demonstrate initiative, diplomacy, and tact.
  • Possess excellent written, communication, and proofreading skills with attention to detail.
  • Ability to function professionally and politely when dealing with clients, co-workers, court personnel, and others.
  • Reliable, committed and punctual.
To Apply: Please email your resume to: cfleck@chelsearecruiters.com
Craig Fleck
Vice President
Chelsea Search Group
1777 Laurelwood Way
Oceanside, CA 92056

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