Job Description
Legal Secretary
Position Type: Full Time
Non-exempt
Hybrid Scheduled (Up to 3 Days Onsite)
Location: Washington D.C.
Salary Range: $42.00/hour - $51.50/hour ($81,900.00 - $100,425.00 annually)
The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant's wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP's Total Rewards package.
The Legal Secretary performs a variety of legal and administrative tasks to support assigned attorneys. Maintains a general knowledge of the Firm's practice areas/groups and specialized knowledge of the assigned attorneys' practice area(s) and clients. The Legal Secretary provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.
Job Functions & Responsibilities
NOTE: Each attorney receives personalized service and may or may not require assistance with all the tasks below. The tasks that each legal secretary is responsible for will vary and change based on Attorney assignments. All legal secretaries are expected to possess the ability to complete all job functions listed here.
Administrative Assistance
• Organize: Keep attorney work materials, your desk and work areas organized and orderly
• Process Expense Reports: Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys
• Coordinate Payment of Invoices: Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate
• Photocopy and Handle Documents: Copy, scan, fax, upload and email documents
• Manage Large Document Projects: Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors
• Handle shipping and couriers: Arrange couriers, shipments and track status and delivery
• Proofread: Proof and prepare documents for final drafts
• Transcribe: Transcribe from tapes, handwritten materials and dictation
• Maintain Desk Procedures: Develop and maintain relevant information and desk procedures for reference during time away Communications Support all tasks are done on behalf of assigned attorneys
• Know Availability: Monitor and understand attorney(s)'s whereabouts and/or how to contact for client needs, know attorney(s)'s availability for meetings and other events
• Manage Calendar: Maintain attorney(s)'s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP's, inform attorney of any attendee issues/special requests
• Prepare for Meetings: Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs
• Answer Phones: Answer attorney(s)'s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.)
• Manage Contacts: Enter new contacts in MS Outlook, update existing contacts
• Manage Email: Preview, read, file and, when appropriate, respond to emails for assigned attorney(s)
• Draft Correspondence: Prepare first draft of billing and new matter letters using firm formats. Prepare, emails and other correspondence using appropriate, standardized formats Client Support
• Complete New Matter Intake: Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intake
• Manage Conflicts of Interest: Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followed
• Close Matters: Determine when to close matters, draft closing letter, organize file retention and clean-up efforts
• Field Client Inquiries: Answer general, billing, scheduling questions and handle general client interaction
• Respond to Audit Letters: Gather information and prepare draft audit response letter. Send finalized audit letters to audit committee for approval and final submission to client.
• Support Business Development: Monitor client news and coordinate competitive intelligence information with the Library Time Entry and Billing
• Complete Time Entry: Calculate and complete time entry in time tracking software from available inputs
• Assign Task Codes: Research and assign task codes in time tracking software
• Reconcile time entries with Client requirements: Conform time entry in accordance to client guidelines
• Review and Finalize Time: Make corrections and submit final time for the period
• Review and Edit Bills: Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills
• Prepare and Deliver Final Bills: Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills
• Resolve Client Billing Issues: Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment
• Research Client/Matter Statistics: Respond to client billing inquiries and requests for information Travel Management
• Manage Reservations: Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes
• Prepare for Trip: Check-in, print necessary documents, coordinate destination information/ arrangements
• Notify of Changes: Set flight notifications, track and communicate delays/changes File Management
• Manage Electronic Files: Create and update folder structures in Document Management System, maintain and update files housed within the structure
• Maintain Hardcopy Files: Create and maintain hardcopy file structure, maintain binders, maintain file drawers, redwelds
• Manage Records Retention: Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency General
• Maintain Confidentiality: Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm
• Participate in Projects: Participate in special projects as assigned
• Complete other duties as assigned: Complete other tasks as assigned SPECIALIZED JOB FUNCTIONS: Each secretary will focus in one of two areas dependent on Attorney Assignment: Litigation or Transactional. Secretaries are expected to possess the ability to complete all job functions listed in EITHER Litigation Assistance OR Transactional Assistance.
Litigation Assistance
Information Management
• Redline: Redline documents
• Research: Pull cases from Westlaw, Court Docket, etc. Complete necessary trainings provided by courts and others on processes/requirements and plan accordingly.
• Prepare Documents: Create Table of Contents, create and prepare Table of Authorities, create shell for Master Caption, create initial Pleading draft, prepare informational binders
• Manage Pleading and Discovery Clips: Create, maintain and update iManage Pleading and Discovery Clips
• e-File: Process e-filing, manage accounts and login information, manage deadlines in conjunction with docket
• File with the Court: Arrange to pay filing fees, manage to deadline in conjunction with docket, manage exhibits, file documents, act as liaison between attorney and the court Case Support
• Coordinate Outside Services: Schedule, communicate and coordinate court reporting services, videographers, process servers and attorney services
• Manage Court Admissions: Coordinate and maintain admission to necessary courts
• Monitor Judge Preferences and Local Rules: Monitor and communicate judge preferences and local rules
• Calendar Important Case Dates: Track (via all resources available including online) and coordinate with docket to calendar key deadlines, update and communicate changes
• Prepare for Trial: Prepare trial binders, coordinate needs pre-trial and during trial, trial participation when needed Transactional Assistance
• Redline: Redline documents
• Research: Pull public documents and regulatory filings using Westlaw, EDGAR, etc.
• Prepare Documents: Prepare Table of Contents, prepare client documents - 8-K, consents, etc., coordinate Notary when needed
• Maintain Data Room: Assemble and upload of documents
• Assist in Closing Activities: Gather signature pages, prepare closing binders
• Create Presentations: Create initial drafts and proof presentations using presentation software Tools
• Electronic Fax Program . click apply for full job details
Date Posted: 12 March 2025
Job Expired - Click here to search for similar jobs