Corporate Legal Secretary

Overview Position Summary This executive assistant role is responsible for providing high-level, executive, and confidential administrative support. This role will deliver value as: central support resource for the leader and the practice team; an integrator connecting workstreams that would otherwise remain siloed; a communicator linking the practice team, clients, and the broader organization. Responsibilities Specialized legal support leading to exceptional client service. Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events with Zoom links, locations, and contact information, often across time zones and multiple calendars. Liaise with internal and external clients and support services (e.g., IT, Travel, Office Services, and external vendors) on behalf of the attorney and the practice team regarding scheduling of meetings, events, and travel. Oversee travel planning and logistics, ensuring alignment with the attorney’s preferences and efficiency during business trips. Track all follow-up requests (meetings, materials, deliverables). Engage with clients and colleagues professionally, discreetly, and diplomatically in writing, by phone, or in person, as a representative of the attorney, the practice team, and the firm. Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Proactively prepare or coordinate background materials and due diligence for meetings to ensure the attorney is prepared for meetings, events, and interactions. Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda. Build and maintain effective working relationships with personnel at all levels; manage communications with high-level internal and external constituents. Process matter opening forms promptly, ensuring timely follow-up and assignment and communication of matter numbers; maintain an ongoing status list of MOFs and new matters opened. Contribute to the attorney's financial and client growth goals. Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including sensitive and confidential matters; recommend appropriate course of action, referral, or response. Maintain Outlook contact lists, adding new contacts and updating information as needed. Collaborate with the firm's Business Center to ensure prompt processing of expenses. Process timesheets daily, drafting entries and following up as appropriate. Onsite responsibilities may include meeting clients professionally; using standard office equipment; maintaining physical files; reviewing jobs for quality assurance; and supporting attorneys outside of team assignments. Provide support outside of standard working hours, including evenings and weekends as needed. Additional duties as assigned; corporate tasks as required. Westlaw/research: perform internet research; request UCC lien/litigation/bankruptcy searches; request and file formation documents; manage filings with various entities. Maintain paper and electronic filings and client minute books; retrieve documents as needed. Litigation tasks as required; E-filings in federal, state, and appellate courts; scheduling remote court appearances. Schedule messengers and other vendors for document pick-ups and filings with courts, delivery to counsel, and related errands. Depositions: schedule court reporter for hearings/depositions, download transcripts, and share with clients for review. Requirements Education: two years of college or equivalent experience required. College degree or equivalent experience preferred. Experience: five or more years in a high-level administrative support position; experience in a law firm or professional services firm preferred. Skills: expert organizational and time management skills; polished communication; discretion with confidential matters; ability to manage multiple priorities and deadlines; proficiency with Microsoft Office suite (PowerPoint, Excel, Word); advanced Outlook skills; familiarity with Zoom and MS Teams; ability to work independently and as part of a team. Project management skills and flexibility to adapt to changing priorities; strong decision-making and problem-solving capabilities. Other Supervisory responsibilities: none Equipment: personal computer and standard office equipment (telephone, calculator, copier, scanner, etc.). Essential Job Functions Ability to sit or stand for extended periods and perform extensive computer work. Ability to use computers and digital collaboration tools to perform core responsibilities. Ability to communicate effectively and maintain attention to detail while managing multiple priorities. Ability to handle confidential information with discretion and integrity. Ability to work extended hours as needed to meet project, client, or business needs. Ability to work 4–5 days in the office as part of an EA team providing coverage in the office. Pay Ranges This represents the presently anticipated low and high end of Reed Smith\'s pay range for this position. Actual pay may vary based on location and experience. This is a non-exempt position. The hourly wage range is $31.44 to $38.56, with an estimated annual compensation range of $61,300 to $75,200 based on expected hours. Employee Benefits Overview Our comprehensive benefits package includes: 401(k) retirement plan; Medical, dental, and vision insurance; Health savings account (HSA); Virtual health services; Accident, hospital indemnity, and critical illness insurance; Life and disability coverage; Flexible spending accounts (FSA); EAP; Paid family leave; Transportation benefit; Back-up child care; College coach program; Pet insurance; Paid time off; Paid sick time; and more. Reed Smith offers a challenging work environment, business casual dress code, and a total compensation package including a competitive salary, flexible benefits, tuition assistance, and a 401(k) plan. Reed Smith is an equal opportunity employer with commitments to integrity, excellence, teamwork & respect, innovation, and impact. Reasonable accommodations are provided in accordance with law, including in the application and interview process. Qualified candidates only. No search firms. #J-18808-Ljbffr