Steptoe LLP, a Washington, DC-based Am Law 100 firm, is seeking a Legal Executive Assistant III to perform complex and specialized legal executive assistance and clerical support to activities related to the specific work and function of the Attorneys to whom assigned.
Document Preparation
- Create a variety of legal documents and/or reports required by the attorneys to whom assigned, using Microsoft Suite. E-filings in state and federal courts using ECF and various e-filing platforms through state court systems.
- Proofread, photocopy, assemble and distribute prepared material as required.
- Prepare court documents for filing and make arrangements for messenger or courier service as required (e-filings) and Lexis Nexis (either Superior Court or US District Court).
- Coordinate document production with other secretaries and paralegals.
- Organize documents in iManage and other firm platforms.
- Responsible for coordinating and scheduling court reporter, interpreter services and reserving conference rooms as needed.
- Must be able to search court websites for local rules and have strong knowledge of California court systems.
Correspondence
- Originate and type a variety of engagement letters, correspondence and memoranda required by the attorneys to whom assigned by using drafts, handwritten notes or oral instructions.
- Prepare email correspondence on the attorney’s behalf to clients and internal attorneys and staff.
- Communicate, collaborate and build strong relationships with colleagues across firm offices.
Time And Billing
- Input and/or edit record of attorneys’ billable time into the computer billing system.
- Assist with printing, editing and submitting invoices through Paperless Proforma and sending invoices to clients.
- Daily input of working hours.
Other Functions
- Schedule appointments, internal/external meetings, depositions, arbitrations, etc.
- Manage attorney calendars: schedule all appointments, meetings, arbitrations, depositions, trial dates and deadlines.
- Create New Business Intake forms through Intapp, as directed by the Attorneys in compliance with standard firm procedures.
- Coordinate with Records department in creating and maintaining client files.
- Coordinate travel arrangements through Get There, Lawyers Travel or other airline platforms: flights, hotels, transportation, visiting hotel offices and conference rooms.
- Process and submit expense reports.
- Provide overflow assistance.
Non-Essential Functions
- Execute other non-essential duties as assigned such as ordering lunches, assisting with conference room clean-up, overflow-assignments from Office Manager; assist in a team environment.
Minimum Qualifications
- High school diploma or equivalent.
- 10 years of legal secretarial experience.
Success Factors
- Proficient in Microsoft Suite and must remain current on all S&J software where it impacts the responsibilities of the position.
- Excellent attention to detail.
- Ability to manage multiple tasks and projects and complete them in a timely manner and under deadlines.
- Ability to exercise discretion and independent judgment in carrying out responsibilities of the job.
- Excellent communication skills and a friendly demeanor.
- Demonstrate excellent analytical and research skills.
- Demonstrate strong professional customer service skills.
- Highly motivated and organized to complete daily assignments.
- Must be able to be a team player.
- Demonstrate the ability to learn new software and procedures quickly.
Work Environment
- Non-smoking environment.
- Must be available to work beyond normal work hours.
- Must be able to work under tight deadlines.
- Available to work in the office 9:00a.m.-5:30 p.m. Monday through Friday.
- Low to moderate noise level.
- Must be able to concentrate in an occasionally noisy environment.
- Manual dexterity.
- Must be able to sit or stand for long periods and lift and move boxes and files weighing up to 20 lbs.
The anticipated base salary range for this position is $95,000-$105,000. The actual base salary offered will be dependent upon the applicant’s experience and qualifications, as well as other job-related factors, including but not limited to, relevant skills, education, certifications or other professional licenses held, and if applicable, geographic location.
Steptoe LLP will consider qualified applicants with criminal histories in a manner consistent with the City of Los Angeles Fair Chance Ordinance.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Steptoe offers a full range of benefits for you and your eligible dependents. Benefits currently include: medical, dental, vision, life, disability, dependent care, health care flexible spending accounts, 401K Plan, Profit-Sharing, Paid Time-Off and a robust Wellness Program.
Steptoe LLP is an equal opportunity employer EOE/AA/Minority/Female/Disability/Veteran. All qualified applicants will receive consideration without regard to race, color, religion, gender, national origin, sexual orientation, gender identity and expression, marital status, mental or physical disability, genetic information, or any basis proscribed by applicable statutes.
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