Litigation Legal Secretary Jobs

Morrison Foerster LLP, an Am Law 50 law firm with 18 offices worldwide, has an opening for a Litigation Legal Secretary within our Litigation Department in our New York office.

The Opportunity

Guided by department objectives and priorities, performs a variety of secretarial tasks to support assigned attorneys and other timekeepers. Provides a high level of client service and support while producing a high volume of consistently excellent work products. Maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients in order to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position.

ESSENTIAL FUNCTIONS

Secretarial Support

• Utilizes Elite software to open new matters, prepare engagement letters, and process conflict reports.
• Assist in all phases of a matter from case inception through trial or resolution.
• May facilitate the secure transfer of case/client data in accordance with firm’s data security policy.
• Creates, edits, and proofreads complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
• Creates and maintains client/matter lists and communication lists.
• In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.
• Create and label CDs/DVDs and comprehensive understanding of firm’s privacy policy and encryption tools.
• Demonstrates working knowledge of internet resources to perform basic legal research and print off cases, as requested.
• Provides backup support to other attorneys and timekeepers as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. Participates in departmental projects designed to streamline workflow and/or resolve issues.
• Organizes and accurately maintains physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested. Utilizes Firm provided software to accurately store email messages, and maintain and retrieve files.
• Provides professional client relationship management with external clients.
• Acts and assists as a proactive mentor for junior staff and new employees. Assists with training regarding specific Firm processes and procedures as requested.
• Ordinate management of case documents, including organization, review and production of documents.
• Assist with the preparation of court filings, confirming proper Bluebook citation, proofreading, and assembling of exhibits and appendices.
• Assist with trial preparation and logistics, including preparation of witness files, management of exhibits,
• Assist with depositions, including preparation of witness files, exhibits, notices and subpoenas.
• Utilizes Outlook to schedule appointments and calendar dates. Maintains contacts in Outlook.
• Assists with timenote entry, including inputting timenotes, editing, proofreading, and closing them on a daily basis.
• Collaborates with Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. May assist with collection efforts. Coordinates client, matter and timekeeper inquiries.
• Initiates client file transfer requests and assists with client disengagements.

Administrative Support

• Receives deliveries of items such as faxes, files, and boxes, and routes them appropriately.
• Coordinates travel arrangements through the Firm’s travel department as requested.
• Answers telephones and relays messages. Arranges conference calls, video conferences and live meetings.
• May participate in the organization and planning of events.
• In conjunction with the Records Department, assists with the organization and preparations of materials for storage. Assists with maintaining high density storage area.
• May assist in the preparation of marketing materials as requested.
• Copies, scans, faxes, and prints documents and attachments.
• Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.
• Makes conference room reservations, coordinates meals, multimedia, and other services as requested.
• Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.

Client Service, Confidentiality, and Safety

• Ensure compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
• Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.
• Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.

Ideal Candidate

Education and Experience

• Experience working in a large law firm preferred.
• Minimum of 3 years recent Legal Secretarial experience, and/or 3 years of Administrative Secretary experience.
• High School Diploma required, Associate Degree preferred.

Teamwork and Applied Skills

• Excellent teamwork skills and commitment to delivering client service by assisting co-workers.
• Strong organizational skills and the ability to apply strong attention to detail to all levels of work.
• Excellent communication skills and the ability to build effective internal and external client relationships.
• Ability to work under pressure and complete job assignments in an accurate and timely manner.
• Typing speed of 70 wpm with high level of accuracy.
• Ability to interact effectively with all levels of management and staff and a variety of external entities including clients and prospective clients of the Firm.
• Ability to multi-task, prioritizes work, and meet deadlines.
• Highly proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel, Outlook and Mac Pac. Working knowledge of database, and time and attendance tracking applications.
• Flexibility regarding work schedule and availability to work overtime required.

Who We Are

At Morrison Foerster, our culture is defined by our deeds. We’re passionate about what we do. We’re equally passionate about how we do it. We resist hierarchies and operate within a model of respect — for our colleagues, their ideas, and the differences that make us stronger. We encourage you to learn more about who we are, and what we do.

Should you find you’re ready to do the best work of your life, we encourage you to let us know!

New York salary range: $70k to $103k