Legal Secretary

Akin Gump Strauss Hauer & Feld LLP•Chicago, IL

9h•Hybrid

About The Position

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Legal Secretary, reporting directly to the Regional Office Administrator and assigned Attorneys. The position will reside in the Chicago office with hybrid work capabilities, and will be responsible for providing administrative support to attorneys and other administrative personnel, as assigned, in an environment where superior client service is emphasized and practiced. All job duties must be performed with a commitment to superior client service, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.

Requirements

High School Diploma or equivalent.
Minimum of 5 years of legal secretarial experience required.
Demonstrates and focuses on high level of internal and external client services.
Ability to type at least 70 words per minute with accuracy.
Advanced knowledge of MS Word (e.g., formatting, paragraph numbering, Styles, Paste Special, Header and Footers, Footnotes, Tables, Table of Contents, Track Changes and Mail Merge).
Proficient in Microsoft Office Suite; NetDocuments; ChromeRiver; InterAction; Intapp; Carpe Diem, iTimekeep.
Excellent written and oral communication skills, including grammar, spelling and punctuation.
Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment.
Proficiency with advanced telephone functions, including conference calling and voicemail.
Excellent telephone manner.
Familiarity with legal filing and record-keeping practices.
Strong organizational skills.
Ability to perform clerical tasks with a high degree of accuracy.
Proficiency on office equipment used on a regular basis including computers, printers, copy machines, telephones and transcription machines.
Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion.
Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities.
Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm.
Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
Strong service orientation.
Commitment to maintaining confidentiality of client and office information and adhering to the Firm’s Core Values.
Commitment to the office and firm.
Commitment to professional growth.

Nice To Haves

Specialized secretarial degree, associate and/or bachelor's degree desirable but not required.

Responsibilities

Perform administrative tasks, including drafting, editing, and proofreading documents. Proactively, manage attorneys’ calendar of appointments and ensure that attorneys are prepared for all commitments.
Coordinate meetings, conference calls and appointments, often involving client and practice group activities, multiple locations, and time zones. Providing meeting details (e.g., setup, audio/video needs, catering, etc.)
Arrange domestic and international travel in partnership with the firm’s Travel Management Company, securing air and ground transportation, arranging hotel and/or meeting accommodations, preparing detailed itineraries and travel agendas. Maintain attorney travel profile.
Coordinate work with the firm’s Administrative Resource Center team regarding certain firm administrative tasks, including processing new client matter requests, client bills, time entry and expense reports.
Setup and maintain case and client files in document management system.
Answer and screen phones calls, schedule appointments and take messages when required.
Scan, copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work. Coordinate incoming/outgoing mail.
Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
Research information as requested by clients or attorneys.
Maintain client contacts and working groups list.
Schedule, coordinate and track CLE requirements/adherence.
Provide back-up reception and conference services support and coverage when needed including greet clients and visitors, set up video conferences and meetings, order food and assist with meetings and events in compliance with firm best practices.
Provide Office Services support, as needed, to include office mail and deliveries, duplicating, scanning, binding, ordering supplies or other general office support.
Provide support to the Regional Office Administrator with all facilities and building-related issues.
Coordinate work, as needed, with office, firm, and third-party service departments, including Conference Services, Document Services, Finance, IT, Marketing, and Office Services.
Provide back-up assistance, as needed, to attorneys or others in the practice group who require support.
Accept overflow work from the Regional Office Administrator as needed.
Other duties as assigned.