Legal Secretary, Litigation

Essential Duties And Responsibilities

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, or preparing documents and correspondence.
• Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents.
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills.
• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
• Copies and scans correspondence, documents, and other printed materials.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails/e-submits specific invoices to clients.
• Inputs attorney time as needed utilizing the Firm’s time entry software.
• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests in Firm software, currently NBI.
• Closes files per lawyer requests in Firm software, currently NBI.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
• Performs other projects as assigned by the Partner in Charge and Office Administrator.

Qualifications

• High School Diploma required; Some college and/or PLS Certification desirable.
• At least three years of related office experience that is directly related to the duties and responsibilities specified.
• Knowledge of legal terminology and procedures.
• Strong organizational and records management skills.
• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
• Ability to maintain confidentiality of all information.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Advanced computer and software application skills. Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required. Proficiency with FileSite document management is a plus.
• Proficiency with e-filing in federal and state courts is desired.
• Ability to proofread typed material for grammatical, typographical or spelling errors.
• Ability to organize and prioritize numerous tasks and complete them under time restraints.
• Must be able to work at a computer for considerable periods of time.

Position Details

• Full-time position based in Houston with excellent benefits.
• Requires a five-day workweek and standard hours as outlined in the firm policy manual.
• Extensive daily contacts with lawyers, staff, and colleagues in local office as well as Firmwide.
• Moderate to high degree of contact with clients and lawyers with other firms.
• Occasional contact with vendors, legal associations, and publications.
• Work frequently requires more than the regularly scheduled 37.5 hours per week to perform the essential duties of the position.
• May require working additional hours when necessary to meet established deadlines or stay current with occasional peaks in workload.
• Position is hybrid and will require a minimum of four days per week (or at least 80%) present in the office, and up to one day per week (20%) may be performed remotely.
• Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload.
• Must be willing to change regular work schedule to meet the needs of the Firm.
• Must be able to perform essential duties of the position with time constraints and frequent interruptions.

Company Information

• Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.
• Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state, or local law.