Contract Litigation Secretary at Vizelia in Palo Alto, California, United States

Job description

• Contract Litigation Secretary.
• As a Litigation Legal Secretary, you will provide a variety of secretarial and administrative duties for assigned attorneys. You will be responsible for interacting with colleagues in a team setting and upholding the image of the Firm by maintaining positive contact with clients, attorneys and staff, and observing confidentiality of client matters.

Responsibilities

• On any given day, you will be working with firm leadership, partners, and business colleagues on a variety of requests and projects. You will:
• Input, revise, and finalize correspondence, memoranda and other legal documents. Draft routine correspondence, memoranda and other documents.
• File legal documents in federal and state courts, including e-filing in all courts and agencies; prepare documents for service of process; prepare case shell documents for use by attorneys.
• Verify all attachments, exhibits and enclosures are included with transmittal letters/memos.
• Proofread documents and check for appropriate formatting, spelling and grammar.
• Maintain good public relations with clients.
• Review all incoming mail, distribute to teams as needed and upload to the DMS.
• Prepare documents and packages for mail, messenger and overnight delivery.
• Prepare expense reports, manage vendor invoices, mailings, and request checks as needed.
• Enter attorney time. Send time entry reminders.
• Process client billing. Assist with review and edit of bills as necessary.
• Schedule appointment and make arrangements for meetings, conferences and travel.
• Complete client/matter intake forms. Request conflicts of interest checks. Open new files. Prepare files to be closed.
• Coordinate and follow through on requests and projects with other support departments (e.g. receptionists, file/document clerks, office services).
• Provide overflow and absence coverage assistance as well as secretarial support for Secretarial Team Members attorneys.
• Other duties and projects as assigned.

Requirements

• A minimum of 5 years of litigation secretarial experience. (Entertainment Litigation experience is a plus).
• Strong proofreading skills, attention to detail and solid grammar/spelling skills.
• High degree of proficiency with Microsoft programs (Word, Outlook, Excel).
• Legal citation and legal terminology expertise.
• Familiarity with iManage, Compulaw or similar technology.
• The ability to organize, prioritize and meet the demands off multiple attorney assignments.
• Flexibility to work overtime occasionally.
• Good attendance and punctuality.

Skills

Required

• Strong proofreading skills
• Attention to detail
• Solid grammar/spelling skills
• Good attendance and punctuality

Preferred

• Entertainment Litigation experience