Legal Secretary
Howrey LLP (Washington, Washington DC)

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Howrey LLP, an AmLaw 100 firm and acknowledged as an "A" list firm in The American Lawyer's list of "the best law firms in the land," has an exciting Legal Secretary opportunity in its Washington, DC office. In this role, you will provide secretarial and administrative support to three or more attorneys, enabling them to complete their work in an efficient and timely manner and providing secretarial coverage for absent secretaries and assist with overflow work as needed. You will assist with time entry, document preparation, and client billing, and will also provide administrative support on trial teams as needed.

Specific Responsibilities

The specific duties of the legal secretary are driven by the particular needs of the attorneys and legal team being supported. In this position you would likely provide the following services:

Administrative Support

Maintain attorney’s calendar; schedule and set up meetings, conference calls, teleconferences. Maintain rolodex; assemble contact list for each matter or client.  Open mail, sort, date stamp and organize. Review email when attorney is out of office.  Copy documents; maintain case/matter files; maintain chron file; maintain working/desk file; coordinate with records management. Answer phone; place calls, as needed. Assist in making travel arrangements.  Reconcile business related expenses to ensure payment/reimbursement.  Ensure smooth work flow; make certain that materials go out in a timely manner through mail/overnight/ messenger.

Time Entry

Collect billable time data from attorneys in written, verbal or electronic form and enter appropriate information into the accounting system. Research supporting documentation and present to attorney for review if needed.

Document Preparation

Transcribe dictated/shorthand/longhand material. Revise and format MS Word document rough drafts. Keep apprised of and follow strict formatting requirements and guidelines for filings and pleadings. Research and keep apprised of requirements for different (relevant) courts.  Coordinate with word processing on larger document needs.

Billing

Review detail of pre-bills, phone bills and other client related expenses, referring to calendar, chron file and other resources as needed. Maintain current knowledge of each client’s billing detail requirements. Submit bills to attorney for review and revision. Make write-offs as instructed; prepare appropriate write-off memo for Accounting. Prepare cover letter /envelope for attorney review and signature and return to accounting in appropriate time frame. Requirements: Five years of secretarial litigation experience. Availability to work long hours and weekends.  At least 80 wpm typing speed.  Word processing proficiency. Good organizational skills; “can do” attitude.  Ability to follow complex, detailed instructions.  Ability to function with limited supervision.  Flexibility in work methods to meet needs of attorneys.  Strong communication/interpersonal skills sufficient to interact with clients.  Team oriented.

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