Executive Legal Secretary

Squire Patton Boggs; Washington (District of Columbia); Hybrid; USD 75,000 - 108,000; Full time

Job summary

Squire Patton Boggs in Washington, DC is seeking an experienced Executive Legal Secretary to provide high-level support to partners and other legal professionals across multiple practice groups. The ideal candidate will have 8+ years of executive legal administrative experience in a law firm and can work in a fast-paced environment with confidential matters.

The DC office is in-office at least four days per week.

Qualifications

• Minimum of 8 years of executive legal administrative support experience in a law firm or professional services environment.
• Excellent project management skills and ability to manage competing priorities.
• Ability to work under pressure while meeting multiple deadlines.
• Must possess a high level of professionalism and interpersonal skills to work with partners and maintain confidentiality.
• Must compose documents in proper business style and proofread for grammar and spelling.
• Minimum typing speed of 70 wpm.
• Experience with document management systems and legal timekeeping software is preferred.
• Ability to work independently and provide exceptional client service.

Responsibilities

• Compose general correspondence, reports, memoranda, and complex legal documents with advanced formatting.
• Manage multiple dynamic partner calendars and coordinate meetings, travel, and events.
• Provide invoicing support, time entry review, and client billing inquiries.
• Coordinate conference calls, webinars, client meetings, and internal events with materials.
• Transcribe legal documents, correspondence and reports from rough draft or dictation.
• Open new files and maintain client/matter files; ensure confidentiality.
• Prepare PowerPoints and presentation materials.
• Maintain filing systems and ensure compliance with firm policies.

Skills

Executive calendar management

Document proofreading

Billing and administrative support

Travel coordination

Transcription of legal documents

Confidentiality and discretion

Advanced MS Office

PowerPoint & presentation prep

Education

High School diploma or equivalent

Tools

Microsoft Office Suite (Word, PowerPoint, Outlook, Excel)

Adobe Acrobat

Kofax Power PDF Advanced

Document management systems

Legal timekeeping software

Job description

Description Squire Patton Boggs is seeking an experienced Executive Legal Secretary to provide high-level support to partners and other legal professionals across multiple practice groups in our Washington, DC office. The ideal candidate will have a minimum of 8 years of executive legal administrative experience in a law firm or professional service firm and will be able to work closely with a diverse group of professionals in a fast-paced environment.

Description Squire Patton Boggs is seeking an experienced Executive Legal Secretary to provide high-level support to partners and other legal professionals across multiple practice groups in our Washington, DC office. The ideal candidate will have a minimum of 8 years of executive legal administrative experience in a law firm or professional service firm and will be able to work closely with a diverse group of professionals in a fast-paced environment. Please note that our DC office is currently scheduled to be in the office for a minimum of 4 days a week. The weekly work schedule will be mutually agreed upon to allow for best commute, preferences, etc. Specific duties include, but are not limited to, the following:

• Compose general correspondence, reports, memoranda, spreadsheets, expense reports, and complex legal and business documents requiring advanced formatting, proofreading, and document production skills. This includes, but is not limited to, the following:
  • New client engagement letters and other client documentation
  • Client correspondence and other practice-specific documents
  • Complete Lobby registrations
  • Complete Lobby reports
  • Billing and administrative support
• Demonstrated ability to manage multiple dynamic partner calendars, schedule meetings with clients, firm leadership, and external stakeholders, coordinate business trips, prioritize conflicting appointments, managing changing priorities, navigate sensitive client matters, and prepare mailings.
• Proven experience in coordinating and managing complex schedules for multiple attorneys and legal professionals.
• Exceptional proofreading skills - both for substance and formatting.
• Assist with invoicing matters, especially monthly billing, time entry review, mid-month accruals, estimates, and client billing inquiries.
• Experience with International travel and working with time zones. Arrange all travel reservations and prepare all travel expense reports.
• Coordinate conference calls, webinars, client meetings, and internal events, including preparation of meeting materials and agendas.
• Serve as a trusted administrative resource for assigned partners by anticipating needs, exercising sound judgment, and maintaining strict confidentiality.
• Transcribe legal documents, correspondence and reports from rough draft, dictation or transcription.
• Open new files, request conflict of interest checks with appropriate department and maintainall clientand general files.
• Keep files and filing up to date for each client/matter.
• Conduct periodic review for possible storage of older files; prepare files to be closed.
• Prepare PowerPoints and presentation materials.
  

Requirements

• Minimum of 8 years of executive legal administrative support experience in a law firm or professional services environment supporting multiple partners or senior attorneys.
• Excellent project management skills, organizational skills, and ability to manage competing priorities.
• Ability to prioritize workload; must be able to work effectively under pressure while meeting multiple deadlines.
• Must possess a high level of professionalism and interpersonal skills to be able to work well with partners and employees and maintain information in the strictest of confidence. Required to use tact and diplomacy when dealing with others.
• Must have ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone; ability to proofread typed material for grammatical, typographical, or spelling errors.
• Intensive document organization and preparation skills required.
• Advanced proficiency in Microsoft Office (Word, PowerPoint, Outlook, Excel), Adobe Acrobat, and Kofax Power PDF Advanced.
• High School diploma or equivalent work experience required.
• Minimum typing speed of 70 wpm.
• Experience with document management systems and legal timekeeping software is preferred.
• Demonstrated ability to work independently, exercise discretion, adapt to changing priorities, and provide exceptional client service in a collaborative team environment.

We offer comprehensive benefits, including health, dental, life, 401(k) and other benefits. The salary range for this position is $75,000 - $108,000 per year, depending on skills and experience. 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.