Legal Secretary, Houston

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking a Legal Secretary. Under general supervision of the Secretarial Services Manager, provides secretarial/clerical, document processing to partners, associates and paralegals either as part of a team or individually. Responsible for carrying out clerical and administrative tasks in support of the Firm’s leadership. This is a full-time, non-exempt position based in Houston with excellent benefits.

Essential Duties and Responsibilities: 

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence that requires knowledge of legal terminology and using advanced formatting skills. This may require spending long periods of time at computer workstation.


• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials.


• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.


• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.


• Answers telephones and delivers accurate and timely messages.


• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; makes arrangements for mails/emails of specific invoices to clients.


• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.


• Inputs attorney time utilizing the Firm’s time entry software on a daily basis.


• Interacts with clients, vendors, attorneys and staff to maintain good relations.


• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.


• Closes files per lawyer requests. This may require lifting file bank boxes containing client files.


• Reconciles and submits travel, client development, and client expenses for reimbursement through Metastorm, ChromeRiver and reconciles AMEX statements for all assignments.


• Maintains calendars as requested by attorneys; submits and reconciles reimbursements.


• Works as a liaison between attorneys and staff to assist with various Firm special projects (United Way, etc.). Carries out general administrative duties associated with such projects as assigned.


• Supports all lawyers nearby as needed.


• Runs conflict checks, opens new matters and revises existing matters using NBI software.


• Processes billing for assignments who are designated billing lawyers.


• Maintains assignments’ contacts and reconciles with InterAction.


• Redacts confidential information.


• Proofs documents/presentations.


• Transcribes dictation.


• Maintains assignments’ calendars as needed.


• Reconciles assignments’ soft costs through Copitrak.


• Prepares expense reports and check requests.


• Understands and facilitates timekeeper time entry system.


• Works as backup for other secretaries on the floor.


• Performs additional duties appropriate to the specific Department and assignments.


• Other projects as assigned by the Secretarial Services Manager, Partner in Charge, and Office Administrator.
  

Qualifications:  

• High School Diploma required. Some college and/or PLS Certification desirable.


• Minimum of five (5) years work experience in a law firm environment, or related professional experience.


• Knowledge of legal terminology.


• Ability to gather data, compile information and prepare reports.


• Strong organizational and records management skills.


• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.


• Ability to maintain confidentiality of all information.


• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.


• Advanced computer and software application skills.


• Ability to proofread typed material for grammatical, typographical or spelling errors.


• Ability to organize and prioritize numerous tasks and complete them under time restraints.


• Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.


• Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, IntappTime, and Elite software.


• Knowledge of Metastorm and BB Conference Scheduler software.


• Ability to learn and use databases.


• Ability to work effectively with a wide range of individuals.


• Ability to multi-task and work well under time constraints.


• Ability to work well independently and in a team environment.


• Ability to proofread materials for contextual, grammatical, typographical or spelling errors.


• Must have strong organizational, decision-making skills and problem-solving skills.


• Must be reliable, a self-starter and have a professional demeanor.

Extent of Contact (Within and outside the Firm)

• Extensive daily contacts with lawyers, staff and colleagues in local office as well as Firmwide.


• Moderate to high degree of contact with clients and lawyers with other firms.


• Occasional contact with vendors, legal associations and publications.

Physical Demands

• Moderate physical activity and must be able to work at a computer for considerable periods of time.


• Must be able to routinely lift and carry file folders weighing up to 20 pounds.


• Position requires extensive telephone use.


• Must be able to staple and collate repetitively.


• Must be able to lift, squat, kneel and bend.

Working Condition and Environment

• Work is normally performed in a typical interior/office work environment.


• This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload.


• Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm.


• Must be able to perform essential duties of the position with time constraints and frequent interruptions.


• Ability to work well in high pressure environments.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive  benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state, or local law.