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 exemplary quality, and is committed to hiring and developing top talent.

The firm's success is driven by its commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to its clients. Allen Matkins is guided by core values: their people are their most important resource; they have a commitment to quality work, all the time; and they work as a team with each other and with their clients - fostering camaraderie.

Essential Duties and Responsibilities

• Perform general secretarial duties, including 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 reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Prepare closing binders and indexes upon closing of transactions
• Maintain client relations and satisfaction
• Ensure client intake information follows conflict procedures
• 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
• 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

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement

Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

California Consumer Privacy Act

We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment.

Compensation

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $80,000.00 - $110,000.00 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location. The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications. The pay range is subject to change at any time dependent on a variety of internal and external business factors.