Sidley Austin LLP

  • Special Assignment Secretary

    Recruiting Location US-CA-Century City
    Department
    Secretarial Services
  • Summary

    Provides secretarial support to lawyers and other legal and non legal personnel for overflow work and during the absence of the secretary.

    Duties and Responsibilities

    • Assists lawyers as requested by Secretarial Manager and Secretarial Coordinator when the assigned secretary is on leave, for overflow work or special projects.
    • Types and prepares legal papers and correspondence such as briefs, letters, memoranda, tables, charts, complaints, and motions. In addition, must know how to generate table of contents, Table of Authorities, and redline documents.
    • Proofreads all documents, correspondence, etc., for accuracy of copy, grammar, punctuation and syntax, and drafts simple correspondence as requested.
    • Receives, screens and transmits telephone calls to lawyers and takes messages as necessary, with recognition of and attention to the particular needs of clients.
    • Schedules conference calls.
    • Inputs daily time diaries for attorneys and other legal personnel in computerized Time Billing System, and proofreads and edits time diaries for accuracy.
    • Retrieves cases and other periodicals from the library and makes copies.
    • Coordinates work performed by Williams Lea (Document Processing, Reprographics) for prompt production and delivery of documents.
    • Coordinates travel arrangements by securing air, hotel and car reservations for lawyers and clients, and prepares travel expense reports and submits same to Accounting.
    • Manages financial matters for attorneys, including reimbursement for meals, cabs and recruiting.
    • Maintains calendar of meetings and appointments, and apprises attorneys of responsibilities in advance of commitment.
    • Schedules conference rooms for meetings and coordinates luncheons.
    • Prepares documents for transfer via the Firm's electronic fax system and e-mail transfer.
    • Creates, maintains and updates all client files (index litigation files) in accordance with standards set by the Records Management Center and maintains other files as needed.
    • Processes incoming and outgoing mail and distributes promptly upon receipt.
    • Organizes and manages office work flow and standard and electronic court filings.
    • Works closely as a team with other secretaries and attorneys.
    • Performs other job-related duties such as processing new client/matter reports, processing conflict of interest checks, compiling notebooks and exhibits, scheduling appointments, composing and typing routine correspondence.

     

    Provides back-up support for the office Receptionist by handling the following:

    • Answers incoming calls, routes calls to the appropriate personnel and takes accurate messages.
    • Receives visitors to the firm, obtains their names and the nature of their business, and directs them to the appropriate individuals and/or conference rooms within the firm.
    • Logs incoming and outgoing envelopes and packages as received and notifies recipients immediately.
    • Provides basic Firm information to callers.
    • Schedules conference rooms and maintains log of schedule.
    • Informs Building Security of expected visitors.
    • Provides taxi vouchers as requested and maintains taxi voucher records.
    • Validates visitors' parking tickets and maintains parking validation records.
    • Provides property removal passes as approved by the Facilities Manager.
    • Maintains standard desk operating procedures and the professional appearance of the reception area.

    Qualifications

    To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below.  The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.  If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources). 

    Education and/or Experience:

    Required:

    • High school diploma or general education degree (GED); two or more years of related work experience and/or training; or equivalent combination of education and experience.
    • Thorough working knowledge of Microsoft Office Suite, legal terminology and formats (legal documents).

     

    Preferred:

    • Types accurately at 50-60 wpm.

     

    Other Skills and Abilities:

    In addition to the above, the following may also be required of the successful candidate:

    • Excellent organizational skills
    • Excellent attention to detail
    • The use of good judgment and good interpersonal communication skills
    • Well developed analytical and problem solving skills
    • Works harmoniously and effectively with others as part of a team
    • A self-starter who desires to show ownership and commitment to the job
    • Exercises confidentiality and discretion

    Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer

     

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