Executive Legal Secretary

Squire Patton Boggs; Cleveland (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

Squire Patton Boggs is seeking an Executive Legal Secretary in our Cleveland office to provide comprehensive secretarial and administrative support to assigned attorneys. The role requires high levels of professionalism, strong judgment, superior client service, and the ability to manage multiple priorities with minimal supervision.

Responsibilities include drafting documents, file management, calendar coordination, travel arrangements, timekeeping, billing support and project coordination.

Qualifications

• Associate's degree (A. A.) or equivalent from two-year college or technical school and at least two years legal secretarial experience.
• Proficiency with MS Word and 60 wpm typing; basic PC skills and Microsoft Office (PowerPoint/Excel) knowledge.
• Ability to learn and adapt to various practice group requirements.

Responsibilities

• Draft and type drafts of general correspondence, reports, memos, pleadings and other documents.
• Open new files, conduct business intake/conflict checks, and maintain client/files.
• Manage attorney calendars, arrange travel and meetings, and prepare travel/expense reports.
• Support timekeeping and billing processes; enter data and assist with collections as needed.
• Assist with special projects using Excel and PowerPoint and ensure firm formatting standards.
• Handle phone inquiries, route calls, maintain confidentiality, and ensure timely document retrieval.
• Maintain organized client and administrative files and support team with overflow work.

Skills

MS Word

Typing 60 wpm

Microsoft Office (PowerPoint, Excel)

Billing software

Attention to detail

Communication

Education

Associate's degree (A. A.) or equivalent

Tools

PowerPoint

Excel

Billing software

Job description

Join Our Global Law Firm as an Executive Legal Secretary!

Reporting to the Director of Administration/Office Manager, the Executive Legal Secretary provides secretarial and administrative support to assigned attorneys in our Cleveland office. This position requires high level technical and professional skills, superior judgment with minimal supervision and assistance, excellent client service skills, the ability to manage competing priorities and identify the order of work to be completed, and excellent communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Compose and type drafts of general correspondence, reports, memoranda, pleadings, expense reports and other documents requiring intermediate to advanced word processing skills. When appropriate, may edit documents for proper phrasing and grammar to improve the flow of the message without altering the meaning.


• Open new files, initiate business intake/conflict of interest check process, and maintain client and general files.


• Must be able to learn and adapt to various practice group specific requirements.


• May enter and edit timekeeper daily time, mail invoices and/or assist with collections.


• May prepare special projects using specialized software such as Excel and PowerPoint.


• Conduct redlines and document conversion and clean up while adhering to Firm style and guidelines.


• Operates computer equipment in performance of daily duties; effectively uses word processing functions necessary to perform required job duties. Properly manages electronic documents for easy retrieval.


• Handles telephone inquiries independently, providing information to callers or routing them to the appropriate person; can assess the urgency of calls and respect the confidentiality of each matter; assigns billing codes for long-distance charges.


• Sorts, reads and distributes daily incoming hard copy and electronic mail; determines routing and required signatures; coordinates outgoing mail and/or deliveries.


• Schedules appointments and may maintain attorney's calendar; receives and assists clients and refers them to attorney or other appropriate person as circumstances warrant; arranges business itineraries and may make travel arrangements or coordinate with the Firm's travel agency; independently prepares travel/entertainment expense reports based on attorney's receipts and itinerary.


• Makes arrangements for and coordinates conferences and meetings; prepares necessary materials, information and supporting data for meetings.


• Researches and abstracts information and supporting data as requested; makes written and oral contacts as necessary to obtain information or to clarify, cross‑check or verify the information needed.


• Supports team and other secretaries in telephone coverage, overflow work assignments and coverage for absent secretaries.


• Independently takes action during attorney's absence and uses initiative and judgment to see that matters requiring attention are referred to another attorney or handled in a manner so as to minimize the effect of the attorney's absence.


• Maintains client and administrative files in an organized manner and in accordance with firm procedures; maintains current lists of file numbers, account numbers, client names and addresses and other information as required.


• Manages special projects, such as file scanning, for the office.


• Duplicates correspondence and other printed material or arranges for duplicating to be performed.


• Ability to handle pressure, overtime hours as needed, interruptions, and multiple projects with frequently changing priorities and deadlines.


• Regular attendance and timeliness are required and must comply with the physical attendance requirement of the local office.


• Acts in accordance with the Firm's policies and procedures and maintains confidentiality.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school and at least two years legal secretarial experience, preferably in a law firm or other appropriate comparable experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to multitask. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from lawyers, clients and employees of the firm.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

TECHNICAL SKILLS

Proficiency with MS Word, 60wpm typing speed. Basic knowledge of PC and Microsoft Office products such as PowerPoint and Excel; some knowledge of accounting/billing software preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to remain in a stationary position. The employee is occasionally required to move about inside the office in order to access file cabinets and other office equipment. The employee is frequently required to communicate and exchange information with internal colleagues and external clients. Must be able to continually operate basic office equipment such as a computer, printer, and copy machine. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Must be able to lift boxes with files or trial binders from time to time weighing approximately 15 pounds.

BENEFITS & COMPENSATION

We offer excellent benefits, competitive compensation, and the opportunity to work in a professional, collaborative work environment. The salary range for this position is $65,000-90,000 annually.

EQUAL OPPORTUNITY EMPLOYER

Squire Patton Boggs is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion or creed, sex, national origin, citizenship status, sexual orientation, gender identity, disability, veteran status, or any other condition protected by applicable law. This non‑discrimination policy applies to all aspects of employment.