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Legal Secretary

San Mateo, CA 94401

46 days ago
Saturday, April 7, 2018 Friday, May 25, 2018
On-site
Full time

Responsibilities

Responsible for supporting Attorneys, Paralegals, and other Legal Department staff by performing a variety of administrative duties to include:

  • Handle administrative processes and tasks for Legal Department staff, including Legal Department Vice President, Associate General Counsel, three Paralegals, and Claims Specialist.
  • Prepare and edit correspondence, legal documents, and real estate transaction and corporate documentation.
  • Schedule meetings and conference calls, including reserving on-site conference rooms.
  • Screen incoming calls to Legal Department as well as calls directed to the Legal Department in general.
  • Enhance the Legal Department desk manual and electronic document management system.
  • Accept service for and distribute to appropriate parties court documents, including summons and complaints, subpoenas, hearing notices, etc.
  • Organize, index, and create property closing binders, including printing, scanning, and downloading related documents.
  • Develop and maintain on-site Legal Department filing system, as well as off-site file storage shipping and retrieval system.
  • Process check requests and expense reports for payment.
  • Process Purchase Card Statements for Legal Department company credit card holders.
  • Process invoices for payment, including working with the Accounting Department in the implementation of electronic processing, and communicating with third-party vendors regarding payment and/or other related issues.
  • Open and distribute mail daily, including date-stamping, scanning, and copying, as needed.
  • Prepare outgoing electronic and standard mail, including Certified Mail and FedEx shipping.
  • Order miscellaneous Legal Department office supplies, as needed.
  • Other duties or projects, as assigned.

Requirements

  • Position requires the ability to work standard hours and business days, 52 weeks of the year. Individuals must possess the ability to work the necessary days/hours to complete the essential functions of the position. Work schedule is subject to change.
  • A valid driver’s license and current automobile insurance is required.

Qualifications

  • College degree preferred.
  • Working experience with In-House corporate legal department (not just law firm experience).
  • Working experience supporting transactional attorneys/paralegals.
  • Ability to problem solve and develop filing methodologies, etc.
  • Advanced skill with computer programs:  Microsoft Office, including MS Word, Outlook, PowerPoint, and Excel; Adobe Acrobat; and company-specific internal operating programs.
  • Excellent organizational and oral/written communication skills.
  • Attention to detail and ability to retain transaction specific information.
  • Ability to manage multiple priorities, meet deadlines and work independently.
  • High level of confidentiality and discretion.
  • Ability to interact professionally with all levels of internal management and staff, as well as outside vendors and third parties.
  • Positive attitude.
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