Howrey has an exciting Legal Secretary opportunity in their Intellectual Property Group in its East Palo Alto office. In this role, you will provide secretarial and administrative support to four or more attorneys, assisting with time entry, document preparation, Federal/State court filings and client billing. You may also provide administrative support on trial teams as needed.

Specific Responsibilities:

The specific duties of the legal secretary are driven by the particular needs of the attorneys and legal team being supported. In this position you would likely provide the following services:

Administrative Support

• Maintain attorney's calendar schedule and set up meetings, conference calls, teleconferences.
• Maintain rolodex assemble contact list for each matter or client.
• Open mail, sort, date stamp and organize. Review email when attorney is out of office.
• Copy documents maintain case/matter files maintain chron file maintain working/desk file coordinate with records management.
• Answer phone place calls, as needed.
• Assist in making travel arrangements.
• Reconcile business related expenses to ensure payment/reimbursement.
• Ensure smooth work flow make certain that materials go out in a timely manner through mail/overnight/ messenger.

Time Entry

• Collect billable time data from attorneys in written, verbal or electronic form and enter appropriate information into the accounting system.
• Research supporting documentation and present to attorney for review if needed.

Document Preparation

• Transcribe dictated/shorthand/longhand material. Revise and format MS Word document rough drafts.
• Keep apprised of and follow strict formatting requirements and guidelines for filings and pleadings. 
• Research and keep apprised of requirements for different (relevant) courts. 
• Coordinate with word processing on larger document needs.

Billing 

• Review detail of pre-bills, phone bills and other client related expenses, referring to calendar, chron file and other resources as needed.
• Maintain current knowledge of each client's billing detail requirements. 
• Submit bills to attorney for review and revision. Make write-offs as instructed prepare appropriate write-off memo for Accounting. 
• Prepare cover letter /envelope for attorney review and signature and return to accounting in appropriate time frame.

• Five years of secretarial litigation experience. 
• At least 80 wpm typing speed. 
• Word processing and PowerPoint proficiency. 
• Good organizational skills &ldquocan do&rdquo attitude. 
• Ability to follow complex, detailed instructions. 
• Ability to function with limited supervision. 
• Flexibility in work methods to meet needs of attorneys. 
• Strong communication/interpersonal skills sufficient to interact with clients. 
• Team oriented.