Legal Secretary - Transactional

About the role

Allen Matkins, a law firm with over 285 attorneys, was founded with deep roots in real estate and has grown to include prominent litigation, corporate, tax, labor and employment, land use, and environmental practices. The firm is known for its market-leading solutions, pragmatism, and exceptional quality, and is committed to hiring and developing top talent.

The Legal Secretary performs secretarial tasks related to the specific work and function of assigned attorneys and other timekeepers. They maintain a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients. The Legal Secretary ensures client relations and satisfaction are attained in all areas of position.

Responsibilities

• Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
• Draft, edit, proofread and finalize practice-specific legal documents and redline comparisons
• Afford assistance with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Prepare closing binders and indexes upon closing of transactions
• Maintain attorney files
• Maintain updated calendar and current client contact lists
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Prepare expense reports, timesheets and make travel arrangements
• Calendar administrative dates as requested
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed
• Provide knowledge and procedural mentorship for new attorneys
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate on a daily basis with other legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested
• Act as a mentor for junior staff and new employees, as requested
• Provide peer support
• Other duties as assigned

Qualifications

• High school diploma or equivalent; college degree strongly preferred
• Minimum 3-5 years of law firm experience strongly preferred
• Ability to work through complex document markups and instructions in an accurate and timely manner
• Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
• Excellent interpersonal, verbal, written and grammar communication skills
• Strong commitment to producing quality results and fostering a culture of customer satisfaction
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management