Job Description:

Special Assignment Secretary

Recruiting Location

US-CA-Century City

Summary

Provides secretarial support to lawyers and other legal and non-legal personnel for overflow work and during the absence of the secretary.

Duties and Responsibilities

Assists lawyers as requested by the Secretarial Supervisor when the assigned secretary is on leave for overflow work or special projects.
• Types and prepares legal papers and correspondence such as briefs, letters, memoranda, tables, charts, complaints, and motions. In addition, must know how to generate table of contents, Table of Authorities, and redline documents.


• Proofreads all documents, correspondence, etc., for accuracy of copy, grammar, punctuation and syntax, and drafts simple correspondence as requested.


• Receives, screens and transmits telephone calls to lawyers and takes messages as necessary, with recognition of and attention to the particular needs of clients. Schedules conference calls.


• Inputs daily time diaries for attorneys and other legal personnel in computerized Time Billing System, and proofreads and edits time diaries for accuracy.


• Retrieves cases and other periodicals from the library and makes copies.


• Coordinates work performed by Epiq (telecommunications, support services) and Service Center for prompt production and delivery of documents.


• Coordinates travel arrangements by securing air, hotel and car reservations for lawyers and clients, and prepares travel expense reports and submits same to Accounting.


• Manages financial matters for attorneys, including reimbursement for meals, cabs and recruiting.


• Maintains calendar of meetings and appointments, and apprises attorneys of responsibilities in advance of commitment. Schedules conference rooms for meetings and coordinates luncheons.


• Prepares documents for transfer via the Firm's electronic fax system and e-mail transfer.


• Creates, maintains and updates all client files (index litigation files) in accordance with standards set by the Records Management Center and maintains other files as needed.


• Processes incoming and outgoing mail and distributes promptly upon receipt.


• Organizes and manages office work flow and court filings.


• Works closely as a team with other secretaries and attorneys.


• Performs other job-related duties such as processing new client/matter reports, processing conflict of interest checks, compiling notebooks and exhibits, scheduling appointments, composing and typing routine correspondence.

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below 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 staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:

Required:

• High school diploma or general education degree (GED); two to five years of related work experience and/or training; or equivalent combination of education and experience.


• Thorough working knowledge of Microsoft Word, legal terminology and formats (legal documents).


• Basic understanding of civil litigation processes and forms.

Preferred:

• Types accurately at 55 - 60 wpm.


• Thorough understanding of civil litigation discovery and docketing processes.


• Experience with State and Federal court filings, including ECF.


• Experience with training and mentoring support staff.

Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer