Finance Legal Assistant

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Job ID#: 24622

Job Description:

Paralegal – Finance Section (Houston)

Law firm downtown is seeking an experienced Legal Secretary to support assigned legal personnel in the Corporate and Property and Finance Practice Groups by performing a broad range of administrative and word processing tasks. A successful candidate for this position must have experience assisting attorneys working on sophisticated transactions in a law firm or corporate legal department. This role requires an extremely organized and detail-oriented individual who is a self-starter and can work with multiple attorneys with little supervision.  

 Essential Duties and Responsibilities

• Types and edits various legal documents, including correspondence, memoranda, and other confidential and complex documents, using various word processing applications; proofreads finished documents and ensures accuracy.  
• Assists with preparation for meetings, closings, and other proceedings.
• Coordinates projects and interacts with all support departments on behalf of assigned legal personnel to ensure all projects are processed within prescribed deadlines; reviews returned projects for accuracy and to ensure all directions were followed.  
• Enters daily timekeeping information into 3E timekeeping system and corrects entries as needed by legal personnel; reviews billing proformas and ensures their return to the Billing Department for final processing; may assist billing attorneys with distribution of final invoices to clients.
• Prepares New Business Memorandum and conflicts checks.
• Reviews and maintains case files and partners with the filing clerks to ensure proper maintenance of electronic and hardcopy files; assists filing clerks with the preparation of closed files for offsite storage; locate relevant case information for attorneys.
• Answers the telephone for assigned legal personnel and takes accurate messages.
• Opens and sorts all incoming mail; alerts legal personnel of deadline-sensitive materials or correspondence requiring immediate attention.  
• Works closely with the Docketing Department, attorneys, paralegals, and other Firm personnel to confirm all pertinent dates, meetings, and deadlines are calendared appropriately and that attorney calendars are maintained; maintains tickler files.
• Maintains attorneys’ contacts.
• Arrange conference calls between requested parties and assigned legal personnel; arrange lunch when clients are in the office as requested by legal personnel.
• Greets clients and visitors when requested to do so by assigned legal personnel and escorts them to the appropriate conference area.
• Prepares expense reimbursements; prepares attorneys’ check requests and coordinates payment to vendors when necessary; handles occasional travel arrangements.
• Assists partners with purchasing and distribution of holiday and client gifts.
• Provides back-up support for other legal secretaries during planned and unplanned absences.
• Performs other duties as requested by legal personnel and the Office Manager.

Job Requirements:

Qualifications

• Four-year college degree (or the equivalent of four years of secretarial/paralegal experience).
• Minimum of three or more years of relevant job experience, preferably in the professional services industry.
• Strong working knowledge of Word, Outlook, and PDF software (ability to manipulate and edit PDFs using Acrobat, Nuance, etc.) is required.
• Proficiency in the use of document automation software.
• Knowledge of Excel is highly preferred.
• Ability to maintain confidentiality of all information.  
• Ability to organize and prioritize numerous tasks.  
• Strong verbal and written communication skills to work with all levels of firm personnel as well as with individuals outside the firm.
• Strong organizational and records management skills.
• Must be reliable, a self-starter, and have a professional demeanor.
• Work hours daily from 8:30 a.m. to 5:30 p.m. as well as additional hours, as needed.

Benefits

• Eligible for hybrid work schedule after working at the firm for 90 days (3 days in office, 2 days WFH).
• Robust benefits package that includes medical, dental, life, short-term and long-term disability group insurance, and paid time off and holidays.
• Option to participate in the Firm’s 401(k)/discretionary profit sharing program.
• Central downtown location and choice of Firm-paid garage parking or Firm-paid monthly METRO bus pass.
• Access to the building’s gym at no additional cost.
• Access to the building’s amenity floor that includes virtual Topgolf, shuffleboard, pool table, etc.

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