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Legal Secretary

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Haynes and Boone, LLP

Sep 13

  • Job
    Full-time
    Senior Level
  • Legal
  • Virginia
  • Quick Apply

AI generated summary

  • You must have 5+ years in a law firm, strong computer skills, legal knowledge, and experience with expense reports. Excellent communication, organization, and multitasking abilities are essential.
  • You will manage administrative tasks, process documents, coordinate meetings, maintain files, assist attorneys, handle mail, and support summer associates.

Requirements

  • - Must have five or more years of experience working in a mid- or large-sized law firm.
  • - The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.
  • - Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocuments, Interaction, Chrome River, etc.).
  • - Prior experience handling expense reports, client bills and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred.
  • - Prior experience supporting more than one attorney is required.
  • - The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe.
  • - The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation.
  • - Strong phone etiquette, attention to detail and follow through skills is required.
  • - Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice.
  • - Must be highly organized and able to successfully multi-task and meet set deadlines.
  • - Strong customer service, ability to be flexible and work effectively as part of a team is required.
  • - The legal secretary should possess a high school diploma.
  • - Two years of college or equivalent preferred, but not required.
  • - Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.
  • - Remains stationary at least 85% of the time.
  • - This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis.
  • - Occasionally required to move documents or files weighing up to 15 lbs.
  • - This position requires constant communication and exchange of information with the firm attorneys, clients and staff.
  • - This position must be able to inspect and observe information on a computer screen at least 80% of the time.
  • - Office environment.
  • - Overtime is required.

Responsibilities

  • - Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
  • - Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
  • - Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
  • - Maintains physical and electronic files, and contacts.
  • - Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
  • - Transcribes and composes correspondence for client-related matters.
  • - Handles incoming and outgoing mail.
  • - Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent, as well as provide overflow assistance when needed.
  • - Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
  • - Performs other related duties as needed or assigned.

FAQs

What are the essential duties of the Legal Secretary at Haynes and Boone?

The essential duties include performing secretarial functions for attorneys, processing client/matter requests, managing correspondence and documents, maintaining physical and electronic files, coordinating meetings, and handling incoming and outgoing mail.

How many years of experience are required for this position?

A minimum of five years of experience working in a mid- or large-sized law firm is required.

What qualifications are preferred for the Legal Secretary position?

Preferred qualifications include familiarity with legal terminology, experience with firm technology and applications (like NetDocuments and Interaction), prior experience with expense reports and client bills, and experience supporting multiple attorneys.

What skills are necessary for a Legal Secretary?

Necessary skills include advanced word processing and computer skills, excellent written and verbal communication, strong attention to detail, organization, customer service abilities, and the capability to multi-task and meet deadlines.

Is a college degree required for this position?

A high school diploma is required, and two years of college or equivalent are preferred but not mandatory.

What are the physical demands of the Legal Secretary role?

The position requires moving around the office up to 15% of the time, remaining stationary at least 85% of the time, and occasionally moving documents or files weighing up to 15 lbs.

What are the working conditions for this position?

The working conditions are in an office environment, and overtime may be required.

Who do Legal Secretaries report to at Haynes and Boone?

Legal Secretaries report directly to the Office Administrator and indirectly to assigned attorneys.

Will I be working independently or as part of a team?

The role requires flexibility to work effectively as part of a team while also exercising independent judgment and discretion.

What type of tasks will I handle related to client matters?

You will handle tasks such as processing new client requests, managing time and expense reports, transcribing correspondence, and maintaining appointment calendars for attorneys.

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Haynes and Boone, LLP

Law
Industry
1001-5000
Employees
1970
Founded Year

Mission & Purpose

Haynes Boone, is an international corporate law firm with 19 offices, spanning Texas, New York, California, Charlotte, Chicago, Denver, Virginia, Washington, D.C., London, Mexico City and Shanghai, providing a full spectrum of legal services in energy, technology, financial services and private equity. With about 650 lawyers, Haynes Boone is ranked among the largest U.S.-based firms by The National Law Journal, The American Lawyer and The Lawyer. It was recognized in the BTI Consulting Group’s 2022 “A-Team” report, which identifies the law firms that in-house counsel commend for providing superior client service. The firm is also recognized as a leader in DEI initiatives. It achieved Mansfield Rule 5.0 certification in 2022 after completing a rigorous 12-month collaboration with Diversity Lab.