Palo Alto, California Job Description Primary Responsibilities Provide secretarial and administrative support to Partners, Senior Associate, Associate and Of Counsel attorneys. This assignment is subject to change based on business needs. Provide backup support to other secretaries during planned and unplanned absences. Draft, proofread, and revise various documents, including pleadings, correspondence, memoranda, letters, emails, and investigation reports. Exercise strong judgment and maintain confidentiality. Timely file documents with various courts and administrative bodies, including electronic filing where applicable. Assist with preparation for meetings, depositions, hearings, mediations, trials, and other proceedings. Review incoming mail and correctly route it to appropriate parties, including attorneys and the Firms Calendaring/Docketing Department. Review and maintain electronic case and administrative files. Maintain assigned attorneys calendars to track meetings, hearings, depositions, court dates, and other due dates as well as maintain attorneys contacts. Enter attorneys time according to Firm billing practices as requested. In addition, coordinate with Firms billing personnel to facilitate attorneys timely review of monthly billing statements and invoicing of clients. Create New Client Matter Memos, including tracking the status of each. Prepare check requests and coordinate payment to vendors as necessary. Assist with travel arrangements and prepare and track expense reimbursements. Ability to work overtime as needed. Other duties and responsibilities as assigned. Qualifications High school diploma required; Bachelors degree preferred. Minimum of 5-7 years of legal secretary experience, preferably supporting a Partner/Principal or Senior Attorney. Proven track record of strong customer service skills. Clear and effective written and verbal skills. Excellent organizational skills with the ability to multitask and meet deadlines in a high-pressure environment. Ability to work independently as well as collaboratively, demonstrating strong problem-solving skills. Proficiency in Microsoft Office Suite and Adobe Acrobat is required. Knowledge of and experience with electronic document management systems, time-entry programs, and calendaring programs, including NetDocs, Aderant preferred. California Pay range for this role, with final offer amount dependent on skillset and experience, is $100k - $115k. Qualified applicants with arrest and conviction records will be considered for the position in accordance with the California Fair Chance Act. Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer. If you require an accommodation in order to apply for a position, please contact us at PillsburyWorkday@pillsburylaw.com. We set a high bar for client service and regularly ask clients how we can do better. Our responsiveness has placed us among the Top 25 Most Recommended Law Firms Among GCs for five years running in BTIs benchmark survey of corporate counsel. This link leads to the machine readable files that are made available in response to the federal Transparency in Coverage Rule and includes negotiated service rates and out-of-network allowed amounts between health plans and healthcare providers. The machine-readable files are formatted to allow researchers, regulators and application developers to more easily access and analyze data.
