Legal Secretary

Location: Dallas
Schedule: 9:00 AM to 5:30 PM
FLSA: NonExempt
Position Type: FullTime/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States Europe Asia and the Middle East. We are currently seeking a Legal Secretary to support the Investment Funds practice reporting to the Dallas Office Administrator.

The role will reside in the Dallas office with hybrid work capabilities and will be responsible for providing secretarial and administrative support to attorneys advisors and other administrative personnel as assigned. Legal Secretaries are expected to perform all job duties with a commitment to providing superior service to clients producing quality work products and maintaining an atmosphere of teamwork and continuous improvement. Above all Legal Secretaries must fulfill the needs of the office in a manner which is consistent with the Firms Core Values.

Key responsibilities of this position include:

• Perform administrative tasks including drafting editing and proofreading documents. Proactively manage attorneys calendar of appointments and ensure that attorneys are prepared for all commitments.
• Coordinate meetings conference calls and appointments often involving client and practice group activities multiple locations and time zones. Providing meeting details (e.g. setup audio/video needs catering etc.
• Arrange domestic and international travel in partnership with the firms Travel Management Company securing air and ground transportation arranging hotel and/or meeting accommodations preparing detailed itineraries and travel agendas. Maintain attorney travel profile.
• Coordinate work with the firms Administrative Resource Center team regarding certain firm administrative tasks including processing new client matter requests client bills time entry and expense reports.
• Setup and maintain case and client files in document management system.
• Answer and screen phones calls schedule appointments and take messages when required.
• Scan copy distribute send (electronically and/or via mail courier or express service) file and otherwise handle completed work. Coordinate incoming/outgoing mail.
• Proofread and redline work for accuracy of copy format grammar punctuation and syntax.
• Research information as requested by clients or attorneys.
• Assist in maintaining various databases containing client related information.
• Assist with updating checklists document tracking firm wide calendar maintenance.
• Assist with proofreading and preparation of required filings with various government agencies.
• Assist in document management and preservation.
• Maintain client contacts and working groups list.
• Schedule coordinate and track CLE requirements/adherence.
• Coordinate work as needed with office firm and thirdparty service departments including Document Services IT Office Services Conference Services and Finance.
• Provide backup assistance as needed to attorneys or others in the practice group who require support.
• Provide secretarial assistance to visitors summer associates and attorneys whose secretaries are absent.
• Accept overflow work from the Office Administrator and the Secretarial Coordinators as needed.
• Other duties as assigned.

Qualifications (Experience Knowledge Skills & Abilities):

• High School Diploma or equivalent
• Minimum of 5 years of legal secretarial experience required
• Specialized secretarial degree associate and/or bachelors degree desirable but not required
• Demonstrates and focuses on high level of internal and external client services
• Ability to type at least 70 words per minute with accuracy
• Advanced knowledge of MS Word (e.g. formatting paragraph numbering Styles Paste Special Header and Footers Footnotes Tables Table of Contents Track Changes and Mail Merge)
• Proficient in Microsoft Office Suite; NetDocuments; ChromeRiver; InterAction; Intapp; Carpe Diem iTimekeep
• Excellent written and oral communication skills including grammar spelling and punctuation
• Ability to read comprehend and follow instructions
• Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment
• Proficiency with advanced telephone functions including conference calling and voicemail
• Excellent telephone manner
• Familiarity with legal filing and recordkeeping practices
• Strong organizational skills
• Ability to perform clerical tasks with a high degree of accuracy
• Proficiency on office equipment used on a regular basis including computers printers copy machines telephones and efax
• Ability to work independently and as a member of a team take initiative set priorities and see projects through completion
• Ability to work effectively in a fastpaced environment meet deadlines handle multiple tasks and respond to changing priorities
• Ability to establish effective working relationships within the office and firm and with clients vendors and others outside the firm
• Ability to perform mathematical functions add subtract multiply divide work with percentages etc.
• Strong service orientation
• Commitment to maintaining confidentiality of client and office information and adhering to the Firms Core Values
• Commitment to professional growth

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