Legal Secretary

BakerHostetler • Dallas, TX

7d

About The Position

Our Dallas office has an excellent opportunity for an experienced transactional
Legal Secretary to support our growing General Counsel Services team. The job
responsibilities encompass performing a variety of secretarial duties and
practice support tasks, including:

Deliver excellent work and superior service to the firm’s attorneys and
clients; contribute to the firm’s reputation for excellence by providing
highly efficient and effective secretarial and administrative support to
assigned attorneys.
Make travel arrangements, answer telephones, maintain attorney calendars, and
contact lists, schedule appointments, reserve conference rooms, organize and
coordinate meetings and conferences, and prepare expense reports.
Assist attorneys and administrative team in maintaining document management
systems and spreadsheets; monitor deadlines to ensure the team’s timely
completion of and responses to client needs; organize large volumes of
emails.
Use word processing and document management software (Microsoft Office,
including PowerPoint, Excel, Litera Compare, Adobe, NetDocs, etc.) to
prepare, revise, format, and finalize a wide variety of documents, including
complex practice-specific legal documents, forms, and correspondence relating
to Corporate Governance, Securities Offerings and Compliance, and Mergers and
Acquisitions, press releases, offering memoranda, board resolutions,
consents, opinions, purchase and sale agreements, partnership agreements,
bylaws, employment agreements, separation agreements, engagement letters,
etc. In conjunction with the preparation of such documents, the secretary is
responsible for proofreading, correctly formatting and questioning any
inconsistencies in all materials.
Enter, proofread, and edit attorney time entries in time capture system
(Intapp).
Perform research on current or prospective clients, consolidate data, and
make accessible to applicable attorneys. 
Prepare closing binders for corporate transactions and assist with
post-closing.
File documents, order certificates, and perform searches with Secretaries of
State, and work with registered agents for filings and searches.
Assist attorneys in building new processes, as required.
Assist in organizing client development events, as requested. 
Aid other secretaries and administrative team members whenever necessary to
meet firm and client needs; organize and prioritize workload for maximum
efficiency and facilitation of firm and client goals.  Foster professional,
cooperative, and supportive relationships with peers, superiors, and
clients. 
Perform other duties as required.

Requirements

• High school diploma or general education degree (GED).
• Minimum of 5 years of experience as a corporate or transactional legal secretary.
• Software knowledge must include Microsoft Office suite, Net Docs or other document management systems, and Intapp or other time entry systems.
• Excellent skills with Microsoft Office suite (Word, Outlook, PowerPoint, Excel) and Adobe Acrobat.
• Proven aptitude to learn new software applications.
• Proficiency in grammar, proofreading, and transcription.
• Take initiative to complete projects and proactively support the team’s needs.
• Exercise discretion with confidential and sensitive information and use good judgment while prioritizing needs of the firm.
• Strong attention to detail, ability to balance multiple projects, and have strong time management skills.
• Ability to provide a high level of service to the attorneys and to clearly and effectively communicate both verbally and in writing.
• Ability to work well under pressure and quickly adapt to changing priorities.

Nice To Haves

• Notary public preferred.

Responsibilities

• Deliver excellent work and superior service to the firm’s attorneys and clients; contribute to the firm’s reputation for excellence by providing highly efficient and effective secretarial and administrative support to assigned attorneys.
• Make travel arrangements, answer telephones, maintain attorney calendars, and contact lists, schedule appointments, reserve conference rooms, organize and coordinate meetings and conferences, and prepare expense reports.
• Assist attorneys and administrative team in maintaining document management systems and spreadsheets; monitor deadlines to ensure the team’s timely completion of and responses to client needs; organize large volumes of emails.
• Use word processing and document management software (Microsoft Office, including PowerPoint, Excel, Litera Compare, Adobe, NetDocs, etc.) to prepare, revise, format, and finalize a wide variety of documents, including complex practice-specific legal documents, forms, and correspondence relating to Corporate Governance, Securities Offerings and Compliance, and Mergers and Acquisitions, press releases, offering memoranda, board resolutions, consents, opinions, purchase and sale agreements, partnership agreements, bylaws, employment agreements, separation agreements, engagement letters, etc. In conjunction with the preparation of such documents, the secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials.
• Enter, proofread, and edit attorney time entries in time capture system (Intapp).
• Perform research on current or prospective clients, consolidate data, and make accessible to applicable attorneys.
• Prepare closing binders for corporate transactions and assist with post-closing.
• File documents, order certificates, and perform searches with Secretaries of State, and work with registered agents for filings and searches.
• Assist attorneys in building new processes, as required.
• Assist in organizing client development events, as requested.
• Aid other secretaries and administrative team members whenever necessary to meet firm and client needs; organize and prioritize workload for maximum efficiency and facilitation of firm and client goals.  Foster professional, cooperative, and supportive relationships with peers, superiors, and clients.
• Perform other duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED