Litigation Secretary

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do.

Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer.

This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers.

Are you a proactive and detail-oriented professional looking to make a significant impact in the legal field?  As a Legal Secretary at our firm, you will be at the heart of our operations, providing essential administrative and executive support to our attorneys, paralegals and business leaders. This role is perfect for someone who thrives in a fast-paced environment and possesses strong organizational, communication, and up-to-date technical skills. You will be instrumental in ensuring we deliver on our core principles including a firm first mentality, client-centricity, collaboration and excellence. We offer a supportive and inclusive work environment where you can develop your skills and grow your career. This is a challenging and rewarding role that offers the opportunity to make a real difference.

This position supports Litigation attorneys. Provides high-quality and efficient legal secretarial and administrative services by maintaining strong internal and external client relationships.  This requires teamwork, strong communication and technical skills, the ability to prioritize and establish work objectives and the ability to work under deadlines.

What You Will Do:

• Client Service:  Answers telephone calls and takes accurate and complete messages, gives information to callers, refers to others, or holds for team members.  Provides relevant and timely information to clients and team members (including times when they are out of the office) in a professional, courteous, and effective manner.  Retrieves voice mail messages, arranges conference calls.

• Document Preparation:  Prepares accurate, error-free, and properly formatted legal papers, pleadings and correspondence from dictation, tapes, or handwritten drafts.  Compile, type, revise, combine, edit, print, and store documents.  Compiles materials to be typed following written or oral instructions from supervisor or person requesting document to determine format desired, number of copies needed, priority, and other requirements.  Reads instructions and accompanying material, or follows verbal instructions from supervisor or person requesting document to determine format and content required.  Establishes spacing, margins, type size, style and color, and other parameters, using computer and word processing software.  Types, revises, and combines material such as correspondence, reports, records, forms, minutes of meetings, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, recorded voice dictation, or previous version.  Checks completed document for spelling errors, using software.  Proofreads and edits documents for grammar, spelling, punctuation, and format.

• Corrects Errors.  Inputs data for revision or editing.  Files documents and emails in the Firm’s electronic document software.  Distributes correspondence using scanning, PDF, email or hard copy delivery.  May compile and type statistical reports.  Possesses proficient technical user knowledge of advanced functions of Microsoft Word 2010 word processing software and 60 wpm typing speed.  Adaptable to learning new software. 

• Time Entry/Billing:  Inputs team members’ time entries on a daily basis.   Opens new client and/or matter numbers; performs conflict checks; demands prebill selection of monthly bills for attorney review; makes appropriate transfers, write-offs, and corrections; applies retainers, on account fees, and on account disbursements for third-party billings; handles special billing requests from clients, i.e., travel detail, special billing formats; copies, mails and forwards copies of finalized bills to Accounting Department; maintains billing files; receives, copies, files and submits client checks to Accounting Department; prepares client audit reports; acts as liaison with Accounting Department on past due receivables.

• Scheduling:  Schedules appointments, including meetings, conferences, court dates, and depositions for team members.  Coordinates work flow and prioritizes work so that all deadlines can be met.  Arranges travel schedule and reservations for team members.  Reserves conference room(s) for meetings; arranges for special equipment, and coordinates catering services.

• Mail:  Reviews, prioritizes, and routes incoming mail.  Prepares outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship.  Coordinates messenger pickups and deliveries.

• Filing:  Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, court filings, and ongoing cases.  Provides quick retrieval of information, general document control, and updates materials.  Closes files and sends to storage following Firm policy.

Who You Are:

• Bachelor's Degree preferred or equivalate work experience.

•  Litigation experience in a large law firm environment required.

• Ability to e-file with various U.S. Federal District Courts, including filing documents under seal required.

• Requires knowledge in both U.S. District and State court rules of court.

• Knowledge of court procedures, application of local rules, and docketing a must.

• Familiarity with the preparation of litigation documents, especially Tables of Contents and Tables of Authorities preferred.

• Highly motivated, highly organized, self-directed individual with excellent interpersonal skills.

• Must be able to effectively multitask and handle a variety of sensitive/confidential matters in a professional, polished and mature manner with tact, diplomacy, discretion and good judgment.

• Advanced knowledge of MS Office Suite required.

• Billing experience required.

• Ability to build professional relationships within the department, with clients, and across the global organization.

• Experience working independently and as an effective and engaged team member, with an ability to succeed in a fast-paced, matrix organization.

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Benefits and More

At Goodwin, you will discover your next career opportunity with a rewarding compensation package and comprehensive benefits, including:

• Health, dental, and vision insurance

• Life and disability insurance

• Retirement & Savings Plan

• Emergency back-up child and adult care

• Paid vacation, sick time off, and holidays

• Professional development and career advancement opportunities

• Employee recognition and reward programs

• Employee wellness and assistance programs

• Employee discounts and perks