Legal Secretary

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Located at the iconic 30 Rockefeller Plaza, our New York Office serves clients in banking and finance, real estate, technology, aviation, and energy and renewables and facilitates cross-border work across Asia, Latin America, and other global markets. Our energetic team of lawyers are widely recognized in their practice areas by Chambers USA (Chambers and Partners), New York Super Lawyers (Thomson Reuters), Benchmark Litigation (2021), and the 2021 edition of The Best Lawyers in America directory published by Woodward/White, Inc. Our New York team holds itself to the highest standards and believes in a culture of hard work, teamwork and inclusivity. We also believe in giving back to the local community, with lawyers serving in leadership roles with many local civic organizations. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Salary Range:

Essential Duties

• Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
• Performs detailed word processing of drafts, revisions, and final documents for client-related matters, including drafting correspondence, memoranda, bills, timesheets and project work, as needed. This includes detailed proofreading and redlining work for accuracy, copy, format, etc.
• Copies, distributes, sends (electronically and/or via mail, courier, or express service), files and otherwise handles completed work.
• Maintains physical and electronic files, and contacts.
• Coordinates meetings and appointments, and properly receives clients/guests, as requested.  Maintains calendar for attorney, prioritizing the most sensitive matters.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders, as needed.
• Handles incoming and outgoing mail.

Other Duties

• Provides overflow assistance when needed.
• Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
• Performs other related duties as needed or assigned.

Reporting Relationship

The legal secretary reports directly to the Office Administrator.

Qualifications

Knowledge/Experience

• Must have minimum ten years of experience working in a mid- or large-sized law firm. 
• The secretary should possess strong working knowledge of general office procedures, as well as strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. 
• Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocs, Interaction, Chrome River, etc.). 
• Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred.
• Prior experience supporting more than one attorney is required.

Skills

• The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe.
• The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation.
• Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines.
• Strong customer service, ability to be flexible and work effectively as part of a team is required.

Education

• The legal secretary should possess a high school diploma. 
• Two years of college or equivalent preferred, but not required.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time.  This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis.  Occasionally required to move documents or files weighing up to 15 lbs.  This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions 

Office environment. Overtime Required.