Legal Practice Coordinator

Pillsbury Winthrop Shaw Pittman LLP•Palo Alto, CA

41d•$103,000 - $120,000

About The Position

Palo Alto, California Job Description Primary Responsibilities Provide secretarial and administrative support to partners and non-partner attorneys. This assignment is subject to change based on business unit needs. Provide backup support to other secretaries during planned and unplanned absences. Draft, proofread, and revise various documents, including pleadings, correspondence, memoranda, letters, emails, and investigation reports. Exercise strong judgment and maintain confidentiality. Manage and maintain an organized electronic filing system utilizing the firm’s record management system. Review incoming mail and correctly route it to appropriate parties, including attorneys and the Firm’s Calendaring/Docketing Department. Review and maintain electronic case and administrative files. Manages the lifecycle of business matters by assisting attorneys in engaging new clients, opening new matters and drafting engagement letters. Enter attorney’s time according to Firm billing practices as requested. In addition, coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements and invoicing of clients. Prepare check requests and coordinate payment to vendors as necessary. Assist with coordinating travel arrangements and process expense reimbursements requests. Ability to work overtime as needed. Assume additional responsibilities as assigned.

Requirements

High school diploma required; Bachelor’s degree preferred.
Minimum of 3-5 years of administrative support experience, preferably in legal or professional services industries.
Clear and effective written and verbal skills.
Excellent organizational skills with the ability to multitask and meet deadlines in a high-pressure environment.
Strong interpersonal skills, including the ability to work effectively with others.
Ability to work independently as well as collaboratively, demonstrating strong problem-solving skills.
Proficiency with computer skills, including Microsoft Office Suite and Adobe Acrobat programs.
Knowledge of and experience with electronic document management systems, time-entry programs, and calendaring programs, including NetDocs, Aderant preferred.

Responsibilities

Provide secretarial and administrative support to partners and non-partner attorneys.
Provide backup support to other secretaries during planned and unplanned absences.
Draft, proofread, and revise various documents, including pleadings, correspondence, memoranda, letters, emails, and investigation reports.
Exercise strong judgment and maintain confidentiality.
Manage and maintain an organized electronic filing system utilizing the firm’s record management system.
Review incoming mail and correctly route it to appropriate parties, including attorneys and the Firm’s Calendaring/Docketing Department.
Review and maintain electronic case and administrative files.
Manages the lifecycle of business matters by assisting attorneys in engaging new clients, opening new matters and drafting engagement letters.
Enter attorney’s time according to Firm billing practices as requested.
Coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements and invoicing of clients.
Prepare check requests and coordinate payment to vendors as necessary.
Assist with coordinating travel arrangements and process expense reimbursements requests.
Ability to work overtime as needed.
Assume additional responsibilities as assigned.