IP Tech Legal Secretary

Baker & McKenzie Rechtsanwaltsgesellschaft mbH; Dallas (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Baker McKenzie seeks an experienced legal secretary to provide secretarial and administrative support to attorneys. You will manage calendars, organize meetings, travel, and draft or format legal documents with minimal supervision.

The role requires strong English communication, high accuracy, and the ability to handle confidential information under tight deadlines. Prior IP/Technology practice exposure is a plus.

Qualifications

• Requires High School Diploma or equivalent; Secretarial degree preferred.
• Prior legal or professional services support experience, preferably IP/Technology.
• Proficient in Word, Excel and PowerPoint; able to proofread and format documents.

Responsibilities

• Manage attorney calendars and scheduling requirements.
• Coordinate meetings, events and travel arrangements (domestic and international).
• Process vendor invoices and admin documentation; prepare expense reports.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

English communication

Typing speed

Organizational skills

Attention to detail

Professional communication

Education

High School Diploma or equivalent

Secretarial degree preferred

Tools

iManage

Intapp Time

Intapp Open

Chrome River

Job description

To provide secretarial and administrative support as required to attorneys.

Main responsibilities

• Manage and maintain complex attorney calendars and scheduling requirements.
• Coordinate and organize meetings, events, seminars, and other business activities.
• Arrange extensive domestic and international travel, including last-minute travel needs.
• Process and manage vendor invoices and related administrative documentation.
• Screen and direct phone calls and other incoming communications.
• Prepare expense reports, check requests, time entries, billing support, and other administrative tasks.
• Draft correspondence and other communications on behalf of attorneys with minimal supervision.
• Format, revise, proofread, and prepare legal documents and presentations.
• Monitor and respond to incoming emails and communications, prioritizing as appropriate.
• Maintain professional interactions with clients and internal stakeholders.
• Update and proof visual presentations and business materials.
• Exercise sound judgment and problem-solving skills when handling administrative matters.
• Take initiative in resolving issues and completing assignments when limited direction is provided.
• Work effectively under pressure while managing competing priorities and tight deadlines.
• Maintain a high degree of confidentiality and professionalism.
• Collaborate with colleagues across practice groups and office functions, fostering a positive team environment.
• Volunteer to assist others and share information and expertise with team members as needed.

Technical skills, qualifications and experience

• High School Diploma or equivalent required; Secretarial Degree preferred.
• Prior experience in a legal or professional services environment, preferably supporting Intellectual Property and Technology practices (patents and trademarks).
• Intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
• Intermediate knowledge of legal and office management systems, including iManage, Intapp Time, Intapp Open, and Chrome River.
• Ability to perform extensive typing, filing, and other administrative activities, including occasional lifting of materials up to 25 lbs.
• Ability to work independently, prioritize workload effectively, and meet established deadlines.
• Strong organizational, planning, and time-management skills.
• Excellent English written and verbal communication skills.
• Strong attention to detail, accuracy, and commitment to quality.
• Demonstrated analytical and problem-solving capabilities.
• Ability to interact professionally with individuals at all levels of the organization.
• Understands firm structure, processes, and available resources.
• Actively pursues opportunities for professional development and collaboration.
• Continuously seeks opportunities to improve processes and administrative procedures.

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates. Should candidates require any reasonable adjustments and/or accommodations when applying to or interviewing with our Firm, please notify [e-mail]

Pay Transparency

• This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.
• The US base compensation for this position is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.