Legal Secretary – Corporate/Private Client

Thompson Coburn LLP currently has a non-exempt position available in our Los Angeles office for a full-time Legal Secretary-Corporate/Private Client with three years’ experience required and five years’ experience preferred.  Undergraduate degree preferred but not required.  The person selected for this position must be able to work in a fast-paced environment.

Job Responsibilities

• Operates office equipment, including a computer and a variety of legal software and research programs.
• Types correspondence, memoranda and other legal documents; drafts standard correspondence, memoranda and other documents.
• Reads, sorts and dates incoming mail and faxes.  Ensures that outgoing mail and faxes are delivered in a timely manner.  If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Emails clients directly to coordinate meetings, transmit documents and handle follow-ups.
• Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system.
• Requests conflict of interest reports with File Opening/Conflicts, opens new clients and/or matters and maintains all client and general files.  Conducts periodic review for possible storage of older files; prepares files to be closed.
• Receives clients and visitors; maintains good public relations with clients; and observes confidentiality of attorney-client relationship.
• Schedules appointments for timekeepers.
• Handles all expense reports through Chrome River.
• Works closely with administrative support staff (word processing, receptionists, business office, etc.); proofs documents returned from word processing; ensures that attorney timesheets are entered and released in  a timely manner.
• Performs overload typing, filing, photocopying or other secretarial duties as time permits and as requested by others. Also, assists other secretaries with their workload as needed.
• Creates, edits and processes client bills in accordance with Firm and client requirements.
• Coordinates travel arrangements.  Updates attorneys concerning mail and phone messages while traveling.
• Researches and obtains a wide variety of information or documents requested by attorneys and/or paralegals.
• Checks probate notes and handles e-filings.
• Prepares deeds and other basic documents. 
• Manages attorney contact lists and coordinates distribution of newsletters, articles and other information to contacts.
• Prepares packets, binders and other informational documents for attorneys to give clients.
• Assists attorneys with CLE compliance, including submitting CLE certificates and notifying attorneys of upcoming CLE opportunities.
• Prepares filings with Secretary of State relating to entity formation, corporate governance and regularity compliance.

Job Requirements

• Understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
• Ability to draft legal documents, correspondence and reports as needed, at a level of 70 wpm preferred.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary in order to communicate by phone, email and other methods, and provide information with ordinary courtesy and tact.
• Must have experience with Microsoft Office:  Outlook, Word, Excel, and other software, including file management, redline comparison, and PDF editing programs, in a legal environment.
• Must have experience working with transactional, corporate, estate planning, probate and other legal documents. 
• Must have ability to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case documents.  Perform non-complex arithmetic calculations when verifying calculations on forms documents and check requests; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information and performing other essential duties.
• Ability to work overtime.
• Must possess a high level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence.  Required to use tact and diplomacy when dealing with others.
• Must have ability to read, write and communicate fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone.
• Must possess attention to detail, ability to balance multiple projects and have strong time management skills.
• Must have ability to reason and apply common-sense understanding to situations encountered.
• Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
• The physical demands of this position are representative of those that might be met by an employee in order for him or her to successfully perform the essential functions of the position.  These include being both mobile and stationary throughout the workday, having the ability to transport 20 pounds and being able to operate a computer and other business equipment

Thompson Coburn LLP is a large full service, multi-state firm with offices in Chicago, Los Angeles, St. Louis, Southern Illinois, and Washington D.C.  At Thompson Coburn, our behavior and the expectations we have of ourselves are guided by the values that we hold in the highest regard: integrity, a passion for excellence, a focus on serving the client, a value of diversity, innovation, creativity, trust and loyalty.  Within the Firm, we value each other as people and colleagues.  In addition to the exceptional working environment and a competitive salary, Thompson Coburn provides the following benefit options to qualifying employees:

 

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance & ADD policies
• Long Term Disability Insurance
• Paid Parental Leave
• Firm paid 401(k) & Profit Sharing plans
• Parking/Transportation Stipend
• Section 125 Plan (Pre-tax premiums, dependent care and medical reimbursement)
• Paid Holidays
• Paid Time Off (PTO)
• Employee Assistance Program (EAP)
• Employee Wellness Program
• Tuition Reimbursement
• College Savings Plan Deductions (529 Plans)
• Long Term Care

 

Equal Opportunity Employer M/F/D/V