Legal Secretary

Overview

The work of the legal secretaries at Sidley Austin LLP (the "Firm") is critical to the overall operation of the Firm and the ability of each and every lawyer to serve the Firm's clients effectively. At the Firm, legal secretaries are considered professionals and important members of the team. An effective team is based on mutual respect, cooperation and commitment to a common goal.

When a secretary is hired by the Firm, she or he is hired by the Firm and not by a particular lawyer. Thus, secretaries are expected to play an active role in assisting their assigned lawyers - and, when necessary, assisting other lawyers and other secretaries - toward the common goal of providing the Firm's clients with the best service possible.

To be an effective member of the team, secretaries should familiarize themselves with Firm procedures, from the way files are organized in the Records Department to the billing procedures of the Accounting Department. To be an integral part of a practice group, secretaries should also work with their assigned lawyers in establishing and maintaining the particular procedures of the practice group and the lawyer's individual requirements and procedures.


Responsibilities

Advanced skills in MicroSoft Office Suite (particularly, Outlook, Word, Excel)

Some knowledge of Document Management Systems (i.e., DeskSite)

Strong organizational skills and attention to detail;

The use of good judgment and good interpersonal communication skills

Well developed analytical and problem solving skills

Strong time management skills

Requires strong computer and Internet research skills

Ability to multi-task and prioritize work proficiently and effectively completes same in a timely manner

Ability to work independently and anticipate needs of assignments

Maintains composure while meeting multiple deadlines (even with frequent interruptions)

Conserves assignments’ time by reading, researching & routing email correspondence

On behalf of assignments, liaise with various support departments of the Firm

Maintains assignments’ calendars, plans and schedules meetings, conferences, teleconferences, video conferences and travel; apprises assignment of schedule in advance of commitments

Analyzes, allocates, processes and monitors complex expense reports

Maintains and updates assignments’ client/matter lists, Outlook contacts and Marketing mailing lists

Responsible for assignments’ annual mailings

Researches and routes correspondence

Produces information by formatting, inputting, editing, retrieving, copying and transmitting documents

Proofreads and reviews all work produced

Receives, screens and transfers telephone calls; relays telephone messages according to method preferred by assignments (e.g., written messages, email, or voicemail)

Responsible for submitting requests for conflicts reports; prepares and monitors creation of new business forms

Coordinates client billing with billing specialist

Enters, proofreads and finalizes assignments’ time entries on a daily basis;

Maintains assigned lawyers’ files pursuant to the Firm’s Policy on Records Management

Support visiting lawyers/clients when required

Ability to work well with all levels of internal management and staff as well as outside clients and vendors

Works harmoniously and effectively with others as part of a team

A self-starter who desires to show ownership and commitment to the job; accepts responsibility for actions

Exercises confidentiality and discretion

Volunteers to assist others and seeks out work during slow periods in work load

Continues to develop skills and abilities

Maintains a safe and unobstructed work area, including a neat and well-organized desk; demonstrates safe work practices

Other duties, as assigned.

New York Applicants: Salaries may vary by location. In New York, the estimated target salary range of this role is $78,000 - $114,000,in addition to bonus eligibility and a comprehensive benefit package. Salary determinations are made based on numerous factors, such as, but not limited to, the relevant market and the skill, experience, class or graduation year, and education of the selected candidate.