Legal Support Specialist

Sidley Austin LLP; Los Angeles (CA); On-site; USD 95,000 - 115,000; Full time

Benefits offered by this job

Bonus eligibility

Benefits program

Job summary

Sidley Austin LLP in Los Angeles is seeking a Legal Support Specialist to assist lawyers with document preparation, calendar management, and client communications. You will coordinate complex schedules, help prepare transactional documents, and ensure adherence to Firm formatting standards.

The role requires strong Microsoft Office skills, familiarity with civil litigation discovery and docketing, and the ability to manage multiple assignments with confidentiality and professionalism.

Qualifications

• High school graduate or equivalency.
• Five or more years of related work experience and/or training; or equivalent combination of education and experience.
• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners.
• Excellent customer service and client relationship skills.
• Thorough working knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel), legal terminology and standard document formatting.
• Thorough understanding of civil litigation discovery and docketing processes.
• Experience with State and Federal court filings, including ECF.
• Experience with collaborating with support staff and willingness to develop others through mentoring and sharing experiences.

Responsibilities

• Types, formats, edits and finalizes documents for transactional clients, including contracts and M&A-related materials.
• Manage calendars, coordinate communication between lawyers and clients during deal processes, and ensure formatting standards.
• Support attorneys in pre-, during-, and post-trial stages.
• Proofread documents and correspondence for grammar, punctuation and copy accuracy.
• Coordinate onboarding of new clients from conflicts processing to billing information with multiple Firm departments.
• Enter and post time entries; ensure compliance with client billing requirements and timeliness.

Skills

Client relationship

Organization

Attention to detail

Education

High school diploma or equivalent

Bachelor's degree (preferred)

Tools

Microsoft Office

ECF filings

Job description

Summary:

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.
• Ability to format and review of legal documents such as pleadings, briefs, motions, discovery requests, and correspondence, ensuring accuracy and compliance with court rules, in preparation for electronic submission with relevant state and federal courts.
• Support attorneys in pre-, during, and post-trial stages.
• 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 clients
• Maintains 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 equivalency
• Five or more years of related work experience and/or training; or equivalent combination of education and experience
• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners
• Excellent customer service and client relationship skills
• Thorough working knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel), legal terminology and standard document formatting
• Thoroughly understanding of civil litigation discovery and docketing processes
• Experience with State and Federal court filings, including ECF
• Experience with collaborating with support staff and willingness to develop others through mentoring and sharing experiences

Preferred

• Bachelor's degree
• Global law firm experience
• Types accurately at a minimum of 60 wpm

Other Skills and Abilities

The following will also be required of the successful candidate:

• Strong organizational skills
• Strong attention to detail and good judgment
• Superior written and verbal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

#LI-GK1

The target salary range for this role is:

$95,000 - $115,000 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.