Legal Secretary

BakerHostetler Career•Orlando, FL

8d•Onsite

About The Position

The Real Estate practice group has an excellent opportunity for a Legal Secretary in the Orlando, Florida office. This is non-exempt position that reports to the Human Resources Manager and has an in-person presence of five (5) days a week in the Orlando office. The ideal candidate will possess excellent people, organizational, and planning skills and the ability to adapt to fast-paced ever-changing priorities. This role requires creativity and the ability to think innovatively and exercise independent judgment when necessary while handling sensitive and confidential information. Responsibilities: Delivers excellent work and superior service to the Firm’s clients; contributes to the Firm’s reputation for excellence by providing highly efficient and effective secretarial and administrative support to a growing legal team. Provides clear and proactive communication to balance the team’s workload to ensure completion of projects within established time frames and quality standards. Assist attorneys in meeting client-service support demands, including providing telephone support (answering questions and otherwise being helpful to callers), performing administrative tasks as requested and as usual in relation to task, performing document production and other related tasks. If requested by an attorney, answer telephone and gives information to callers and routes call to appropriate individual, takes messages and places outgoing calls. Electronically file correspondence, including emails, and other documents and records into NetDocs. Assist with opening and closing of client matters and prepare engagement letters. Review and edit billing proformas. This includes working with the assigned billing specialists to prepare client invoices, create cover letters, and send client invoices. If requested by an attorney, enter attorney time into time entry system, Intapp Time. Draft, revise, edit and proofread documents. This includes preparing redlines and tables of contents. Set-up and maintain hard copy files for client matters, if requested. Schedule various events and meetings to include coordinating travel arrangements, reserving internal conference rooms, and reserving guest offices (across all offices). If requested by an attorney, maintain attorney calendar to include scheduling. If requested, enroll attorneys in CLE courses and assist with CLE questions and recording. Maintain attorneys’ client contact information. Complete annual bar dues and professional membership renewals. Process timely expense reimbursements through ChromeRiver. Back up other secretaries during planned and unplanned secretary absences. A strong attention to detail and the ability to anticipate peripheral needs is crucial. Other duties as requested and assigned.

Requirements

A high school diploma or general education degree (GED) is required.
A minimum of three (3) years’ experience working as a Legal Secretary and three (3) years in a professional services environment.
Interpersonal communication skills necessary in order to maintain effective relationships with partners, attorneys, clients, and staff in-person, by e-mail and telephone.
Ability to provide a high level of customer service and be able to clearly and effectively communicate both verbally and in writing.
Demonstrated proficiency in Adobe Acrobat, Microsoft Office Suite including Word, Outlook and Excel, as well as document management systems such as NetDocs.
This position is in-office five (5) days a week.

Nice To Haves

Advanced skills in Word to include using styles, track changes, and document comparison programs is preferred.
Prior experience with Intapp Time, Proforma Tracker, Copilot, and ChromeRiver is a plus.
Fundamental knowledge of legal terminology is helpful.

Responsibilities

Delivers excellent work and superior service to the Firm’s clients
Provides clear and proactive communication to balance the team’s workload to ensure completion of projects within established time frames and quality standards.
Assist attorneys in meeting client-service support demands, including providing telephone support (answering questions and otherwise being helpful to callers), performing administrative tasks as requested and as usual in relation to task, performing document production and other related tasks.
Answer telephone and gives information to callers and routes call to appropriate individual, takes messages and places outgoing calls.
Electronically file correspondence, including emails, and other documents and records into NetDocs.
Assist with opening and closing of client matters and prepare engagement letters.
Review and edit billing proformas.
Enter attorney time into time entry system, Intapp Time.
Draft, revise, edit and proofread documents.
Set-up and maintain hard copy files for client matters, if requested.
Schedule various events and meetings to include coordinating travel arrangements, reserving internal conference rooms, and reserving guest offices (across all offices).
Maintain attorney calendar to include scheduling.
Enroll attorneys in CLE courses and assist with CLE questions and recording.
Maintain attorneys’ client contact information.
Complete annual bar dues and professional membership renewals.
Process timely expense reimbursements through ChromeRiver.
Back up other secretaries during planned and unplanned secretary absences.