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We are conducting a search for a Trust & Estates Litigation Secretary for a large global law firm to be based in their Los Angeles office. 

 

What You'll Do:Responsible for providing administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of trusts and estates.  Assignment involves a level of document production, administrative functions, and client contact requiring excellent secretarial and technical skills.  This position typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested.  

 

Maintains professionalism and strict confidentiality in all client and Firm matters.

 

Essential duties and responsibilities include, but may not be limited to, the following:

 

  • Generate, prepare, and organize documentation and forms requisite to the trusts and estates practice area, such as wills, codicils, agreements, amendments, trusts, powers, designations, distribution provisions, etc.
  • Create, edit, and compile large, complex, heavily formatted documents as well as prepare routine correspondence, memoranda, and other legal documents from draft or dictated.  Proofread all documents for accuracy and completeness.
  • Manage and maintain calendar and assist in meeting deadlines.  Heavy client contact and must schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
  • Answer the telephone, and screen and process incoming telephone calls.  Set up conference calls.  
  • Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
  • Receive, sort, and distribute incoming mail.  Process outgoing mail to assure timely delivery.  Send filing electronically on an ongoing basis.
  • Open new client matters and request conflict of interest checks.  
  • Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
  • Prepare expense reports for each attorney/legal personnel.  Submit to accounting for processing.
  • Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.
  • If applicable, prepare and process client billing utilizing Firm billing software.  Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.
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