Legal Secretary

With 500+ professionals and 350+ business professionals, Manatt, Phelps & Phillips, LLP (www.manatt.com), is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The Firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the Firm to provide a distinct and compelling value proposition.

Opportunity

We are seeking a Legal Secretary to provide comprehensive administrative support to attorneys handling venture financing, mergers and acquisitions, digital technology matters, and other transactional work. The ideal candidate is sharp, proactive, and solutions oriented. The successful candidate will be comfortable working independently and will ask questions as needed to ensure tasks are completed efficiently and accurately. This position involves extensive interaction with attorneys, clients, and third parties. Professionalism and courtesy are required.

Key Responsibilities

• Manage calendars, schedule meetings and conference calls, and coordinate travel and events.

• Prepare, revise, and format documents in Microsoft Word.

• Coordinate and assemble executed agreements; facilitate signings and closings by communicating with clients and third parties.

• Organize and maintain electronic and hard-copy matter files, including use of document management systems.

• Communicate with clients and third parties on behalf of the attorney team.

• Coordinate conflict checks and assist with engagement letter preparation.

• Oversee time entry and ensure accurate coding.

• Review and verify invoices for accuracy before submission to clients.

• Partner with the billing team to address edits and revisions in a timely manner.

• Serve as a point of contact for client logistical needs, including monthly billing questions and accrual reports.

• Manage and track expense reimbursements.

• Provide back-up support for other administrative assistants, as needed.

• Handle additional projects and duties, as needed.

Qualifications

• 5+ years of experience supporting multiple professionals; ability to keep teams on track with processes, policies, and deadlines in a fast-paced environment.

• Exceptional judgment, professionalism, and discretion, with the ability to maintain confidentiality.

• Exceptional organizational skills, strong attention to detail, and accountability for work product.

• Strong multitasking and prioritization skills; ability to work under pressure to meet client deadlines.

• Commitment to exceptional internal and external client service.

• Demonstrated engagement and intellectual curiosity, with the ability to develop strong professional relationships across teams and with clients.

• Demonstrated initiative, self-motivation, and teamwork.

• Reliable, collegial, and positive, with a can-do attitude.

• Proficiency in Outlook, Word, PowerPoint, and Excel.

• Comfort with learning new software programs and online platforms.

• Experience with legal billing software is also a plus.

• Strong writing skills and the ability to conduct basic research.

• Bachelor’s degree preferred.

The base annual pay range for this role is between $80,000–$93,000. The base pay to be offered will vary and depend on skills and qualifications, experience and location.  A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking  adverse action against you, including terminating your employment. 

Employers may not use E-Verify to pre-screen job applicants or  to re-verify current employees and may not limit or influence the  choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid,  this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).