Legal Support Specialist

Sidley Austin; Los Angeles (CA); On-site; USD 105,000 - 125,000; Full time

Benefits offered by this job

Bonus eligibility

Benefits program

Job summary

Sidley Austin LLP is seeking a qualified Legal Support Specialist in California to help lawyers with administrative tasks, document production, and client communications. You will manage calendars, onboard clients, prepare and proofread complex documents, and coordinate travel and expenses with a focus on accuracy and discretion.

The role requires strong MS Office skills, 5+ years of relevant experience in a law firm, excellent customer service, and the ability to handle multiple priorities

Qualifications

• Five or more years of related work experience in a law firm or professional services environment.
• Excellent customer service and client relationship skills.
• Strong organizational skills and attention to detail; capable of handling confidential information.

Responsibilities

• Types, formats, edits and finalizes documents and standard legal documents for transactional matters.
• Manages calendars and coordinates communications between lawyers and clients during deal processes.
• Coordinate travel, expenses and meetings for lawyers and clients; ensure timely time entries and billing compliance.
• Onboard new clients, process conflicts and set up billing information with various Firm departments.
• Proofreads documents for copy accuracy, grammar and formatting; maintains disciplined filing and records.

Skills

Client relationships

Customer service

Organizational skills

Attention to detail

Communication skills

Confidentiality

Work under pressure

Typing 60 wpm

Education

Bachelor's degree

Tools

Microsoft Office

Job description

A Legal Support Specialist assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient workflow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm.Duties and Responsibilities:Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for transactional clients, including handling tasks related to transactional legal matters like contracts, mergers and acquisitions, manage calendars, prepare legal documents, and coordinate communication between lawyers and clients during deal processes, in accordance with the Firm's document formatting standards using standard computer software specific to the legal industry.Initiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting; spelling and grammar.Aid other Legal Support Professionals within assigned teams whenever necessary to meet Firm and client needs; organize and prioritize workload for maximum efficiency and facilitation of Firm and client goals. Foster professional, cooperative and supportive relationships with peers, superiors, and clients.Manages multiple lawyer-assignments and organizes clerical functions and workflow to meet administrative and client needs.Act as a subject matter expert for policies and procedures.Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.Enters, proofreads, and posts lawyers' time entries. Works to ensure time entries are following client billing requirements and to ensure timeliness of entries in compliance with Firm policy.Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers' travel expenses.Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation, and syntax. Checks to ensure accuracy of jobs sent to duplicating service.Receives, screens telephone calls, conference calls and messages to lawyers, clients, and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issues.Works with other Firm departments and resources to coordinate and complete tasks as necessary for the management of multiple responsibilities and assignments.Coordinates client billing with billing services (as directed from assignments). Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clientsMaintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices.Maintains accuracy of electronic and hardcopy client files daily through both the Firm’s document management system and various electronic repositories for client materials in accordance with standards set by Records Management Center.Performs other work-related duties as assigned or as judgment or necessity dictate.Education and/or Experience:Required:High school graduate or equivalencyFive or more years of related work experience and/or training; or equivalent combination of education and experiencePrevious experience in a similar role in a law firm or professional services environment supporting multiple fee earnersExcellent customer service and client relationship skillsThorough working knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel), legal terminology and standard document formattingExperience with collaborating with support staff and willingness to develop others through mentoring and sharing experiencesPreferred:Bachelor's degreeGlobal law firm experienceTypes accurately at a minimum of 60 wpmOther Skills and Abilities:The following will also be required of the successful candidate:Strong organizational skillsStrong attention to detail and good judgmentSuperior written and verbal communication skillsStrong analytical and problem-solving skillsAble to work harmoniously and effectively with othersAble to preserve confidentiality and exercise discretionAble to work under pressureAble to manage multiple projects with competing deadlines and priorities#LI-GK1The target salary range for this role is:$105,000 - $125,000 if located in California.Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits .To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements. The requirements listed above are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email [e-mail] (current employees should contact Human Resources).Sidley Austin LLP is an Equal Opportunity Employer.