IP Tech Legal Secretary

Baker McKenzie•Dallas, TX

1d•Hybrid

About The Position

The Legal Secretary provides secretarial and administrative support to attorneys, preferably in Intellectual Property and Technology practices, including patents and trademarks. The role supports attorney scheduling, communications, travel, billing and expense administration, and the preparation and maintenance of legal documents and business materials. It requires sound judgment, confidentiality, professionalism, initiative, and the ability to manage competing priorities and deadlines while collaborating with colleagues across practice groups and office functions.

Requirements

High School Diploma or equivalent required.
Prior experience in a legal or professional services environment, preferably supporting Intellectual Property and Technology practices (patents and trademarks).
Intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
Intermediate knowledge of legal and office management systems, including iManage, Intapp Time, Intapp Open, and Chrome River.
Ability to perform extensive typing, filing, and other administrative activities, including occasional lifting of materials up to 25 lbs.
Ability to work independently, prioritize workload effectively, and meet established deadlines.
Strong organizational, planning, and time-management skills.
Excellent English written and verbal communication skills.
Strong attention to detail, accuracy, and commitment to quality.
Demonstrated analytical and problem-solving capabilities.
Ability to interact professionally with individuals at all levels of the organization.
Understanding of firm structure, processes, and available resources.
Actively pursue opportunities for professional development and collaboration.

Nice To Haves

Secretarial Degree preferred.

Responsibilities

Manage and maintain complex attorney calendars and scheduling requirements.
Coordinate and organize meetings, events, seminars, and other business activities.
Arrange extensive domestic and international travel, including last-minute travel needs.
Process and manage vendor invoices and related administrative documentation.
Screen and direct phone calls and other incoming communications.
Prepare expense reports, check requests, time entries, billing support, and other administrative tasks.
Draft correspondence and other communications on behalf of attorneys with minimal supervision.
Format, revise, proofread, and prepare legal documents and presentations.
Monitor and respond to incoming emails and communications, prioritizing as appropriate.
Maintain professional interactions with clients and internal stakeholders.
Update and proof visual presentations and business materials.
Exercise sound judgment and problem-solving skills when handling administrative matters.
Take initiative in resolving issues and completing assignments when limited direction is provided.
Work effectively under pressure while managing competing priorities and tight deadlines.
Maintain a high degree of confidentiality and professionalism.
Collaborate with colleagues across practice groups and office functions, fostering a positive team environment.
Volunteer to assist others and share information and expertise with team members as needed.
Continuously seek opportunities to improve processes and administrative procedures.