Legal Secretary

Who We Are

ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals.  Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.

Why Join Us

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Description

The Legal Secretary is responsible for providing administrative and clerical support to a team consisting of attorneys and/or paralegals.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Prepare accurate and properly formatted correspondence, memoranda and other legal documents from handwritten drafts and transcription software

• Prepare court filings, government documentation or closing materials, as appropriate for practice of team attorneys and/or paralegals

• Create shell documents from firm approved templates for use by attorneys, including, if necessary, automatic numbering

• Prepare court filings and follow up with attorney service re status of filings

• Filing of documents with various state and district Courts, as well as courts of appeal

• Create tables of contents and tables of authorities

• Create and maintain current Proofs of Service and Service Lists

• Prepare check requests, new case reports, run conflict checks and open new files

• Daily time entry, as directed by individual team members

• Prepare client billing, including review and edit of proformas as directed by billing attorney, preparation of cover letters, copying/scanning and mailing/emailing finalized bills to client and Accounting Department

• Organize, scan, copy, fax and/or file legal documents in both paper files and in document management system, as appropriate

• Schedule depositions, hearings, and meetings, organizing court reporters, conference rooms, catering and coordinating schedules as appropriate for practice of team attorneys and/or paralegals

• Facilitate the meeting of deadlines by keeping multiple agendas/calendars and provide timely reminders

• Answer telephone calls, take notes/messages and redirect calls as appropriate

• Coordinate travel arrangements for attorneys

• Process reimbursements and vendor invoices

OTHER DUTIES AND RESPONSIBILITIES

• Coverage for secretarial absences and assistance with overflow work within assigned team

• Draft standard correspondence and other documents for team approval and use

• Maintain client lists, contact lists and other electronic databases

MINIMUM QUALIFICATIONS

• Minimum high school diploma or equivalent; college degree a plus, but not required

• Minimum of 4 years of legal secretarial experience in a relevant practice area, with at least 2 years of experience supporting a billing attorney

• Minimum 4 years of heavy litigation experience (Complex Litigation and Labor & Employment experience ideal, but not required)

• State and Federal court filing experience is required, including E-Filing

• Knowledge of and proficiency in current office technology, including but not limited to, the MS Office Suite (Outlook, Word, Excel, PowerPoint), iManage, Adobe PDF, Workshare Compare and time and billing software (Elite/3E experience preferred, but not required)

• Expertise in State and Federal court filing, including E-Filing

• Ability to type at least 60 wpm with a high degree of accuracy

• Ability to work in a team environment with both attorneys and other colleagues

• Ability to effectively communicate both verbally and in writing

• Detail oriented with ability to handle multiple projects simultaneously and meet deadlines

• Flexibility in daily schedule to meet Firm’s needs during periods of heavy workload or special projects; availability to work scheduled or unscheduled overtime, as needed

This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements. 

The anticipated good-faith base salary range for this position is:

• LA: $92,000 to $126,500 per year. 

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications.  We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.

Benefits

We know that the needs of our employees vary and can change throughout the different stages of life.  That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow.  In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.

Commitment to Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace.  We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law.  We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* The job description is a general summary of the major duties.  It may not specify all duties, tasks, and assignments associated with a job.  It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit.  Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP.  Additional job-related qualifications may be specified for some openings.  Job descriptions are subject to periodic review and modification.