Legal Secretary

Manatt, Phelps & Phillips, LLP•Palo Alto, CA

8d•$75,000 - $85,000•Onsite

About The Position

Manatt, Phelps & Phillips, LLP, a multidisciplinary, integrated national professional services firm with eleven offices across the United States, is seeking an experienced Legal Secretary with strong administrative skills for its growing Silicon Valley office. The firm is known for its quality and commitment to clients, employing a groundbreaking approach that combines legal services, advocacy, and business strategy. The ideal candidate will be detail-oriented with excellent proofreading, spelling, and grammar skills, familiarity with state and federal court filings, and E-filing experience. This role requires a positive, self-motivated individual with strong initiative, flexibility, and the ability to work independently while also being a team player. The candidate should be interested in taking ownership of their work.

Requirements

Minimum of 5 years’ experience as a Litigation Secretary required.
Knowledge of Federal and State court filing rules.
Advanced knowledge of Microsoft Office, iManage, and various legal software applications.
Heavy knowledge of Word, plus strong Outlook knowledge.
Writes clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs, able to read and interpret written information.
Skilled at typing correspondence and pleadings for attorneys.
Extremely detail-oriented, organized, and possess great follow-through skills.
Ability to coordinate complex scheduling for multiple individuals.
Ability to prioritize, work well under pressure, and multitask to meet deadlines.
Ability to identify and resolve problems in a timely manner.
Accuracy and professionalism are a must.
Ability to use diplomacy and maintain strict confidentiality.
Excellent communication and interpersonal skills.

Nice To Haves

Familiarity with both state and federal court filings.
E-filing experience.
Detail oriented with great spelling and grammar skills.
Positive with strong initiative, a high degree of flexibility, works independently and is self-motivated.
Interested in taking ownership of their work, loves working as part of a team.

Responsibilities

Daily interface with attorneys, visiting attorneys, and teams to manage administrative support tasks and act as a liaison between billing partner and team members, including paralegals.
Perform reception duties, including greeting visitors for client meetings, depositions, and team meetings, and providing hospitality.
Assist with conference room scheduling, meeting set-ups, and catering requirements in coordination with Office Services staff.
Occasionally duplicate, organize, and prepare documents for court filings when Office Services staff are unavailable.
Organize and prepare client documents obtained directly from professionals.
Receive travel & expense related receipts and documentation directly from attorneys and prepare for reimbursement.
Create and maintain client records and files.
Edit and proofread all legal documents.
Maintain attorney calendars by scheduling conferences, depositions, and meetings.
Welcome clients and assist in coordinating meetings, depositions, and hearings.
Organize all legal documents and ensure they are updated.
Ensure all court documents are in order and filed before deadlines.
Answer emails and phone calls, and redirect calls as necessary.
Research and authenticate important case information.
Prepare various legal documents including appeals, motions, and petitions.
Utilize eFiling and demonstrate knowledge of state court rules and deadlines.
Act as a backup to other secretaries and attorney shares in the office.