Legal Secretary

With 11 offices across the United States, 450+ professionals and 350+ staff professionals, Manatt, Phelps & Phillips LLP is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the firm to provide a unique and compelling value proposition.

We currently have a great opportunity for a Legal Secretary to join our nationally prominent and growing professional services firm, supporting a team of lawyers that includes senior equity partners. This role involves performing administrative functions in support of lawyers who work on projects related to real estate and finance transactional matters.

Responsibilities:

• Extensive calendar management and scheduling of meetings, conference calls, travel arrangements, and events.
• Overseeing entry and coding of time.
• Coordinating, assembling executed agreements, and communicating with clients and third parties to help facilitate signings and closings.
• Organizing and maintaining documents and deal files; knowledge of document management software.
• Communicating with clients and third parties on behalf of the lawyer team.
• Serving as point person for client logistical needs, including monthly billing questions and accrual reports.
• Preparing and formatting documents in Word.
• Management and tracking of expense reimbursements.
• Providing back-up support to administrative assistants when needed.
• Reviewing and verifying invoices for accuracy, ensuring all information is correct and ready to be sent to clients. Collaborating with the billing team to handle any revisions in a timely manner.
• Ad hoc projects and other duties as needed.

Qualifications:

• Candidate should have 3-5 years of previous experience supporting multiple professionals, including the ability to keep team members on track with processes, policies, and deadlines in a fast-paced environment
• Reliable, friendly, and positive can-do attitude is essential
• 2 years of previous real estate experience preferred
• Must have strong multi-tasking skills and the ability to prioritize activities and work under pressure to meet client deadline expectations in a fast-paced environment
• Candidate should be a sharp, creative, and independent thinker who enjoys being pro-active and a problem solver, and should have confidence in asking questions in order to complete tasks efficiently and accurately
• This position will have extensive contact with others (including clients), requiring discretion and a consistently professional and courteous demeanor
• Must have strong writing and research skills
• Must have exceptional organizational skills and strong attention to detail
• The successful candidate will be someone with strong initiative, who is self-motivated and interested in taking ownership of their work, and who loves working as part of a successful team
• Strong Outlook, Word, PowerPoint and Excel skills required. Must be comfortable learning new software programs to support the business operations of the practice.   Experience with legal billing software is also a plus
• Bachelor’s degree highly preferred

The base annual pay range for this role is between $68,000-$78,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity.  A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information f