Job Details

Legal Staff Legal Secretary in Boston, MA

Boston, MA, United States

Industry: Legal | Type: Full-Time

Posted Date: May 29, 2024

Experience: 3 Years

Practice Areas: Corporate, Intellectual Property, Technology Transactions, Intellectual Property - General

Qualifications: The candidate should preferably have a Bachelor s Degree. Must have 3+ years as a secretary or administrative professional, with a strong preference for law firm experience; 2+ years of legal industry experience, preferably within a midsized or large law firm s intellectual property or other transactional practice groups; and previous experience supporting at least one partner/high-level manager in a legal or professional services environment. Previous experience with document management systems and electronic organizational filing methods and previous experience with intellectual property matters, including patent and trademark matters is preferred. Knowledge of library operations and records storage procedures for retrieving materials and files. Must possess strong technical skills, such as typing, and have a good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint 2003 and 2010 as well as programs such as FileSite/iManage and Elite. Solid command of the English language including excellent spelling, grammar, punctuation, form and style, and ability to compose correspondence needed. Should also have strong communication skills: the ability to express self effectively, both orally and in writing; interpersonal skills: the ability to establish effective working relationships with colleagues; familiarity with legal terminology pertinent to the areas of assignment; ability to prioritize and multitask effectively; ability to work both as a team as well as independently.

Job Description:
Legal Secretary (Intellectual Property and Technology)
The candidate will be responsible for increasing attorney effectiveness by providing administrative support, information, and information management and representing the attorney to clients and others. Works within the Business and Litigation groups. Provides ad hoc support to other attorneys and general office administration. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation. Transmits information to courts and third parties by electronic filing, preparing a submission in accordance with governing rules, creating proofs of service, drafting correspondence, completing courtesy copies, and strict adherence to deadlines. Conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports, and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports. Circulates information and documents in a times sensitive manner. Maintains attorneys' calendars by planning and scheduling conferences, teleconferences, dispositions, and travel; anticipating changes in transaction preparation requirements. Provides historical reference by developing and utilizing filing and retrieval systems. Maintains hard copy and electronic filing system (FileSite/iManage). Schedules meetings with internal and external participants, and arranges conference rooms. Represents attorneys by communicating and obtaining information; following up on delegated assignments; knowing when to act and when to refer matters to an attorney. Generates revenues by documenting and inputting attorney billable time, time spent on firm-related matters and reimbursable expenses; preparing invoices; tracking payments. Prepare Chrome River reimbursement and credit card expenditure reports to accounting for assigned fee earners. Coordinates monthly billing process between accounting and assigned partner for narrative edits, time movement, and draft bill processing. Provides information to workflow during client intake, including matter details and Engagement Letter preparation. Maintains client confidence by keeping client/attorney information confidential. Assists with providing ad hoc cover on reception when requested by the Office Manager. Operates office equipment such as photocopy machine and scanner to produce copies and scanning when needed. Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations. Prepares client reporting letters, including reporting letters for patent, trademark, and copyright matters. Performs other job-related duties as assigned and assists attorneys when needed.

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