Legal Administrative Assistant (Legal Secretary Trainee)

Allen Matkins•San Francisco, CA

1d•$50,000 - $75,000•Hybrid

About The Position

Under general supervision, the Legal Administrative Assistant learns and performs secretarial tasks related to the specific work and function of attorneys, secretaries and other timekeepers. The Legal Administrative Assistant learns and maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the attorneys’ practice area(s) and clients. The Legal Administrative Assistant ensures client relations and satisfaction are attained in all areas of position. This position is currently a hybrid role.

Requirements

High school diploma or equivalent; college degree strongly preferred
Minimum 1-2 years of law firm experience preferred
Ability to learn and work through complex document markups and instructions in an accurate and timely manner
Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
Ability to learn and troubleshoot documents quickly
Excellent interpersonal, verbal, written and grammar communication skills
Strong commitment to producing quality results and fostering a culture of customer satisfaction
Minimum typing speed of 70 wpm with high level of accuracy
Strong proofreading and word processing skills
Strong technology skills and proven ability to learn new technology and software quickly
Advanced proficiency to learn in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
Must be proactive team player, flexible, organized and attentive to detail in all levels of work
Positive, no-task-too-small attitude and willingness to adapt to changing business demands
Ability to work core business hours with flexibility for overtime, as required
Ability to interact effectively with clients, attorneys, staff and management

Responsibilities

Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
Draft, edit, and proofread practice-specific legal documents and redline comparisons
Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
Assist with preparing closing binders and indexes upon closing of transactions
Assist with preparing, filing, and/or ordering corporate documentation
Prepare and ensure client intake information follows conflict procedures
Prepare expense reports, timesheets and make travel arrangements
Calendar administrative dates as requested
Direct attorney billing and collection efforts and handle invoice correspondence as instructed
Maintain attorney files
Maintain updated calendar and current client contact lists
Multi-task, manage and process desk work flow
Ensure work is complete, accurate and timely
Provide knowledge and procedural mentorship for new attorneys
Provide professional client relationship management and high level client service
Utilize required software, including firmwide workflow program, BigHand
Attend training sessions offered by the Firm as required or requested
Professionally cross-collaborate and provide support on a daily basis with legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
Retain a notary commission and perform notarial acts for Firm business, as requested