Legal Secretary

Overview

Palo Alto, CA or San Francisco, CA

The Corporate Legal Secretary’s role is to provide administrative support to assigned firm personnel; assist and relieve attorneys and other personnel of administrative and clerical work by performing essential duties and responsibilities which include the responsibilities listed below. This position may be required to work out of the San Francisco office part-time.

• Assist in drafting, proofing, editing and organizing complex documents, including corporate organizational documents, preferred stock financing agreements, and related correspondence with clients, investors and filing agencies.
• Demonstrated knowledge in Corporate department-specific topics, procedures and software.
• Review and revise pre-bills, as needed.
• Take initiative, with attorney permission, to review and process e-mails, delegate to others for handling, or escalate to attorney for action.
• May ensure attorney e-mails and documents are properly filed in electronic document management system.
• Respond to attorney/client needs with a sense of urgency and ensuring/confirming resolution with appropriate follow-up.
• Relieve attorneys of administrative tasks, including time entry.
• Organize tasks for maximum efficiency and manage conflicting priorities effectively.
• Maintain multiple calendars, anticipate conflicts and proactively manage schedule changes.
• Learn and maintain knowledge of practice and client/matter history.
• Share firm and technical knowledge with others.
• Assist colleagues in learning new skills/tasks while integrating them into the team.
• Exhibit a desire to team up with support staff, attorneys, and administrators.
• Utilize, with considerable knowledge, technology pertaining to specific Corporate department/practice group.
• Embrace change and adapt well in new environments.
• Ability to work remotely and ensure that tasks are completed timely and efficiently; maintain regular communication with staff, attorneys and supervisor/manager while working remotely. Ability to follow firm policies and procedures while working remotely.
• All other duties as assigned.

• Provide high-level client service by possessing and utilizing strong, interpersonal verbal and written skills with legal staff, peers and administrators, as well as the firm’s clients and external contacts.
• Bachelor’s degree preferred; 3+ years corporate secretarial experience in a law firm, preferably with experience in the tech (venture and private equity funds) area.
• Keep abreast of practice area processes as appropriate.
• Knowledge of office organization, workflow and procedures.
• Thorough knowledge and use of firm technology tools, such as iManage, Intapp Open, Emburse Enterprise (formerly Chrome River), Expert Time, etc.
• Working knowledge of Microsoft Word, Outlook, Excel and PowerPoint applications.
• Ability to share knowledge with colleagues.
• Exhibit effective communication skills by demonstrating tact, diplomacy and discretion when presenting information and responding to questions from clients, attorneys, managers, etc.
• Able to keep abreast of practice area processes as appropriate to the position.
• Accept change and work to incorporate change into daily work environment.
• Basic knowledge of Finance Department forms (check requests, trust account service memos, expense reports).
• Demonstrated ability to multi-task and handle competing priorities within deadlines.
• Demonstrated ability to communicate professionally with finesse, tact, diplomacy and discretion.
• Take initiative to learn new skills that will contribute to enhanced performance of the role.
• Demonstrated willingness to undertake additional responsibilities and assist others when requested.
• Maintain reliable attendance record and punctuality.

Schedule:

Full-time, Hybrid, Monday through Friday, 9:00 am-5:30 pm PT. Travel to San Francisco Office approximately 1 day per week.

The expected salary range for candidates meeting the requirements of this position is $75,000-$85,000.00, plus overtime and bonus. The range provided is the salary that the firm in good faith believes at the time of this posting…