Irvine - Staff - Legal Secretary
Assigned Attorney(s), Office Administrator
Core Hours: 9:00 a.m. - 5:30 p.m., M-F, unless otherwise approved; additional hours as required
For consideration please email your resume and cover letter, indicating the job title and location in the subject line, to firstname.lastname@example.org.
Under general supervision and direction of assigned attorney(s) and the Office Administrator, and following prescribed department, office and firm procedures, Legal Secretaries are responsible for providing secretarial and administrative support to attorneys, advisors and other administrative personnel as assigned. Legal Secretaries are expected to perform all job duties with a commitment to providing superior service to clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement. Above all, Legal Secretaries must fulfill the needs of the office in a manner which is consistent with the Firm’s Core Values.
Essential Duties and Responsibilities (Duties are performed throughout every work day, as necessary):
- Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes.
- Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work. Use of a typewriter may be necessary for certain assignments.
- Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
- Receive, screen and transmit telephone calls, conference calls and messages to/from attorneys, clients and staff.
- Handle incoming and outgoing mail.
- Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports, expense reports and audit letter requests.
- Set up and maintain case files and case binders.
- Coordinate conferences, meetings and appointments.
- Coordinate travel arrangements, securing air and ground transportation and hotel accommodations.
- Coordinate work as needed with office, firm and third-party service departments, including Document Services, IT, Office Services, Finance, Messenger Services and Marketing.
Other Essential Duties (Duties are performed periodically, as necessary):
- Provide secretarial assistance to visitors, and attorneys whose secretaries are absent.
- Accept overflow work as assigned by the Office Administrator, including to cover the reception desk as needed.
Essential Knowledge, Skills and Abilities:
- Ability to read, write and speak English
- Ability to type at least 70 words per minute with accuracy
- Thorough knowledge of MS Office applications including Word 7 and Outlook, including experience in generating Table of Contents and Table of Authorities
- Proficiency in eFiling and all court procedures, specifically in California, Texas and Delaware
- Experience with sealed patent filings
- Ability to navigate various court websites, out of state, other jurisdictions
- Ability to communicate effectively with court personnel
- Assist with calculation and calendaring of deadlines; maintain, monitor and organize case calendars
- Thorough knowledge of the proper preparation of time records, expense reports, client bills and conflict-checking forms (if applicable to position)
- Excellent written and oral communication skills, including grammar, spelling and punctuation
- Ability to read, comprehend and follow instructions
- Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment
- Proficiency with advanced telephone functions, including conference calling and voicemail
- Excellent telephone manner
- Familiarity with legal filing and record-keeping practices
- Strong organizational skills
- Ability to perform clerical tasks with a high degree of accuracy
- Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines
- Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion
- Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities
- Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm
- Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
- Strong service orientation
- Commitment to maintaining confidentiality of client and office information, and adhering to the Firm’s Core Values
- Commitment to the office and firm
- Commitment to professional growth
Educational/Job Experience Requirements:
- High School Diploma or equivalent
- Specialized secretarial degree, associate and/or bachelor's degree desirable but not required
- Minimum of 5 years’ experience with strong litigation background; IP litigation experience a plus
Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility