Haynes and Boone, LLP is hiring: Legal Secretary in Charlotte

Overview

Join to apply for the Legal Secretary role at Haynes and Boone, LLP. Haynes and Boone’s Charlotte office is based in one of the world’s foremost banking centers and serves as a key hub for the firm’s global finance practice. Our experienced finance lawyers focus on complex bilateral and syndicated financial transactions in the areas of capital commitment subscription finance, commercial middle market lending, leveraged lending, asset-based lending, specialty finance, private equity finance, and real estate lending. Our Charlotte office has a close-knit group of practitioners who are dedicated to providing outstanding client service. We are committed to having an inclusive workforce and seek highly motivated lawyers and staff who value our culture of respect and teamwork. All new employees in the office are partnered with one or two mentors to help them get acquainted with the firm.

This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.

Responsibilities

• Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
• Performs word processing of drafts, revisions, and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
• Copies, distributes, sends (electronically and/or via mail, courier, or express service), files and otherwise handles completed work.
• Maintains physical and electronic files, and contacts.
• Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders, as needed.
• Handles incoming and outgoing mail.

Other Duties

• Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent, as well as provide overflow assistance when needed.
• Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
• Performs other related duties as needed or assigned.

Reporting Relationship

The legal secretary reports directly to the Office Administrator or appropriate Human Resources representative, and indirectly to assigned attorneys.

Qualifications

Knowledge/Experience

• Must have three years of experience working in a mid- or large-sized law firm.
• Working knowledge of general office procedures, as well as strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.
• Working knowledge and experience with the Firm’s technology and applications strongly preferred (DeskSite, Interaction, Chrome River, etc.).
• Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred.
• Prior experience supporting more than one attorney is required.

Skills

• Advanced word processing/computer skills utilizing MS Word, Excel, Outlook, PowerPoint and Adobe.
• Excellent written and verbal communication skills, including grammar, spelling and punctuation.
• Strong phone etiquette, attention to detail and follow-through skills.
• Knowledge of legal filing and record-keeping practices; highly organized with ability to multi-task and meet deadlines.
• Strong customer service and ability to work effectively as part of a team.

Education

The legal secretary should possess a high school diploma.

Physical Demands & Working Conditions

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with firm attorneys, clients and staff. Must be able to inspect and observe information on a computer screen at least 80% of the time.

Employment type

• Full-time

Seniority level

• Mid-Senior level

Job function

• Legal

Industries

• Law Practice