Evening/Weekend Overflow Secretary – Palo Alto, CA

Location: Palo Alto, CA
Date Posted: 07-27-2017
  Evening/Weekend Overflow Secretary – Palo Alto, CA
The Evening/Weekend Overflow Secretary is responsible for all secretarial overflow projects and requests, as well as assisting with some document production(s) in various software Microsoft applications, telephone help from colleagues (when necessary), and other general office support.
This position will maintain evening and weekend schedule;
  Tuesday through Friday (2:00-10:30 p.m.) & Saturday (10:00 a.m. – 6:00 p.m.)
 Secretarial Responsibilities Overflow:
  Assist with general administrative overflow work such drafting correspondence, maintaining files, and other legal documents.
  Assist with large mailings for all practice groups, including QC'ing (quality control) large documents and files.
  Basic knowledge of litigation is a plus.
  Appropriately enter and release time on behalf of a timekeeper in firm's InTapp program.
  Volunteer to assist other secretaries from other practice groups and office. Work harmoniously in a team environment and foster team spirit.
  Ability to appropriately draft information and work on behalf of timekeepers with little direction. Work independently.     
Update and proof visual presentations and other PowerPoint presentations when necessary.                      
Share information and expertise with staff members at all levels.
Document Processing Responsibilities:
• Working directly with attorneys by assisting with document formatting, document conversions from one format to another. Create and revise complex legal documents adhering to Firm styles and guidelines.
• Facilitate the creation and editing of Tables of Authorities and Tables of Contents.
• Accurately transcribe and format legal documents in timely manner.
• Must have strong editing skills to transform handwritten notes/edits onto a formal document.
• Troubleshoot problems with corrupt documents. Figure workarounds for complex formatting issues.
• Stay abreast of technology and software changes within the firm in order to be an expert in document preparation.
• Assist other offices by being the go-to desk support to troubleshoot application and document formatting questions.
• Other duties as assigned to provide professional service.
Skills and experience:
• High school diploma or equivalent is required. Bachelor's degree is preferred.
• Three or more years word processing experience required in a legal environment, or equivalent. Experience working with attorneys in a fast-paced law firm environment.
• Advance knowledge of Windows and all Microsoft Suite of products (including Word, Excel, and PowerPoint), Outlook, MacPac, Litera ChangePro, and DMS (or Desksite).
• Adobe Acrobat Professional, and familiarity with Visio, Carpe Diem and other similar software.
• Minimum typing speed of 70 wpm.
• Excellent written and verbal communication skills.
• Excellent grammar, spelling, and syntax skills.
• Be able to proof read complex documents with legal terminology.
• Well-developed and sophisticated organization, communication and interpersonal skills, with a proven ability to relate to and gain the confidence of people at all levels within an organization, as well as an ability to build strong relationships and work in a collaborative environment.
• Organized, detail-oriented individual with strong project management skills, and ability to work on multiple tasks with competing deadlines.
• Flexibility to work independently as well as within a team.
• Flexible schedule, available to work with a late morning/early afternoon start time.
• Professional demeanor and available for last minute requests/emergencies.
• Available to work overtime if necessary.

To Apply: Please email your resume for immediate consideration to: cfleck@chelsearecruiters.com

Craig Fleck
Vice President
Chelsea Search Group
3050 Rue D'Orleans #317
San Diego, CA 92110
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