DFM & Associates is hiring: Legal Secretary-Investment Funds in Dallas

Overview

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Base pay range

$78,000.00/yr - $92,000.00/yr

Direct message the job poster from DFM & Associates

A leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East, is seeking a Legal Secretary to support the Investment Funds practice, reporting to the Dallas Office Administrator.

The role will reside in the Dallas office with hybrid work capabilities and will be responsible for providing secretarial and administrative support to attorneys, advisors and other administrative personnel as assigned. Legal Secretaries are expected to perform all job duties with a commitment to providing superior service to clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.

Responsibilities

• Perform administrative tasks, including drafting, editing, and proofreading documents. Proactively manage attorneys’ calendars and ensure that attorneys are prepared for all commitments.
• Coordinate meetings, conference calls and appointments, often involving client and practice group activities, multiple locations, and time zones. Provide meeting details (e.g., setup, audio/video needs, catering, etc.).
• Arrange domestic and international travel in partnership with the firm’s Travel Management Company, securing air and ground transportation, arranging hotel and/or meeting accommodations, preparing detailed itineraries and travel agendas. Maintain attorney travel profile.
• Coordinate work with the firm’s Administrative Resource Center (ARC) team regarding firm administrative tasks, including processing new client matter requests, client bills, time entry and expense reports.
• Setup and maintain case and client files in the document management system.
• Answer and screen phone calls, schedule appointments and take messages.
• Scan, copy, distribute, send (electronically and/or via mail, courier, or express service), file and otherwise handle completed work.
• Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
• Research information as requested by clients or attorneys.
• Assist in maintaining various databases containing client-related information.
• Assist with updating checklists, document tracking, and firm-wide calendar maintenance.
• Assist with proofreading and preparation of required filings with various government agencies.
• Assist in document management and preservation.
• Maintain client contacts and working groups list.
• Schedule, coordinate and track CLE requirements/adherence.
• Coordinate work with office, firm and third-party service departments, including Document Services, IT, Office Services, Conference Services, and Finance.
• Provide back-up assistance, as needed, to attorneys or others in the practice group who require support.
• Provide secretarial assistance to visitors, summer associates, and attorneys whose secretaries are absent.
• Accept overflow work from the Office Administrator and the Secretarial Coordinators as needed.

Qualifications

• High school diploma or equivalent.
• Minimum of 8+ years of legal secretarial experience required.
• Specialized secretarial degree, associate and/or Bachelor’s Degree desirable but not required.
• Demonstrates and focuses on high level of internal and external client services.
• Ability to type at least 70 wpm with accuracy.
• Advanced knowledge of MS Word (e.g., formatting, paragraph numbering, Styles, Paste Special, Header and Footers, Footnotes, Tables, Table of Contents, Track Changes and Mail Merge).
• Excellent written and oral communication skills, including grammar, spelling and punctuation.
• Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of Assignment.
• Proficiency with advanced telephone functions, including conference calling and voicemail.
• Familiarity with legal filing and record-keeping practices.
• Strong organizational skills.
• Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion.
• Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities.
• Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm.
• Ability to perform mathematical functions (add, subtract, multiply, divide, work with percentages, etc.).
• Strong service orientation.
• Commitment to maintaining confidentiality of client and office information and adhering to the Firm’s Core Values.
• Commitment to professional growth.
• The firm provides an excellent benefit package for their employees in beautiful offices in downtown Dallas.
• Paid parking.
• Hours are Monday-Friday 9:00 a.m. to 5:30 p.m.

Employment details

• Hybrid work: 4 days in the office and either Monday or Friday remote.
• Seniority level: Mid-Senior level
• Job function: Legal
• Industries: Legal Services and Law Practice
• Hours: Full-time

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