Legal Administrative Assistant IP

Haynes and Boone•San Francisco, CA

3d•Onsite

About The Position

This non-exempt position performs full legal administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion, and requires a thorough knowledge of organizational procedures and precedents. Haynes and Boone’s Northern California expansion into San Francisco enhances our ability to serve technology-driven companies, investment managers, and financial services clients nationwide. Building on Haynes and Boone’s reputation as a go-to firm in the tech sector, the office provides a full range of corporate, labor and employment, litigation, and intellectual property services. In our Precision Medicine and Digital Health Practice Group, our lawyers counsel companies positioned in the convergence of the life/medical sciences and technology industries on how to successfully navigate the complexities of the intellectual property, data rights and regulatory challenges they encounter. Our office, which is located just off the waterfront in San Francisco’s South Financial District, provides uncompromised client service for tech companies, entrepreneurs, and venture capitalists. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Requirements

Must have three or more years of experience working in a mid- or large-sized law firm.
The LAA 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.
They must have working knowledge and experience with the Firm’s technology and applications (NetDocuments, Interaction, Chrome River, Emburse, Intapp are strongly preferred).
Prior experience handling expense reports, client bills, multi-line phones 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 LAA 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.
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.

Nice To Haves

Two years of college or equivalent work experience is preferred, but not required.

Responsibilities

Performs legal administrative functions associated with firm 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.
Prepares closing binders, as needed.
Handles incoming and outgoing mail.
Provides legal administrative assistance to summer associates, visiting attorneys and attorneys whose LAA is 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.