Job Description

Hahn Loeser & Parks has an opportunity for a legal secretary with 5+ years of experience for the Trusts and Estates practice group in the San Diego office. Candidates should have prior legal secretary experience, preferably with a mid-to-large size law firm.

The position will provide secretarial support to a partner attorney and the San Diego Trusts and Estates practice group, consisting of two to three other Trust and Estates attorneys and a paralegal. The legal secretary will be responsible for managing all aspects of the partner attorney’s complex calendar, including scheduling/cancelling appointments, managing task lists, and tracking/processing expenses. The legal secretary will assist the Trusts and Estates practice group with various clerical duties such as typing, proofreading, note taking, appointment coordination, meeting set-up, answering phones, mail distribution, greeting clients, and other general office duties as needed.

This position requires a positive attitude, impeccable interpersonal and communication skills, and the ability to work well with all levels of employees in the office, as well as clients and other professional advisors. We are looking for an organized, hard-working team player to join us.

Duties and Responsibilities:

• Manage all aspects of the partner attorney’s schedule, providing context as needed to assist in discerning priorities.
• Provide litigation support, including preparation of pleadings and efiling with court.
• Coordinate meetings, conference calls, etc.
• Book travel arrangements.
• Track expenses and complete expense forms.
• Screen calls, correspondence, and emails.
• Provide briefing materials for meetings.
• Retrieve and distribute mail; prepare outgoing mail/shipping.
• Greet all visitors to the office and notify appropriate person of their arrival.
• Maintain attorney mailing lists and contacts.
• Draft and proofread correspondence and documents.
• Perform general office duties, including faxing, photocopying, scanning, and filing.
• Time entry.
• Work with billing assistant to revise and send bills.
• Adhere to administrative and recordkeeping guidelines to support documentation of activities.
• Manage individual attorney and group task lists.

Qualifications :

• Minimum 5 years relevant work experience.
• Trusts and estates and/or litigation experience a plus, but not required.
• Candidate cannot be averse to dealing with filing deadlines, taxing authorities, or the courts.
• Superb client service skills.
• Strong oral and written communication skills.
• Strong organizational and time management skills.
• Ability to work with diverse people and attitudes.
• Ability to function as a cooperative and effective team member.
• Meticulous attention to detail and grammar on professional and internal communication (email/documents/data entry).
• Strong computer competency and advanced proficiency with Microsoft Office Suite (Outlook, Word, and Excel).
• Ability to take initiative, hit the ground running, work independently and with a team with minimal supervision.
• Willing to take direction and instruction.
• Takes initiative and thinks ahead.
• Actively looks for ways to improve.
• Willing to admit mistakes and take ownership of them.
• Creative.
• Willing to ask questions.
• Determination to see a project through to completion.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The expected annual salary for this position ranges from $65,000-$80,000. The salary offered will be determined by a wide range of factors including, but not limited to, experience level, education/training, and relevant skills.

Founded in 1920, Hahn Loeser has six offices in multiple states across the country, working with clients in a wide variety of areas, while maintaining an atmosphere of respect for our colleagues and clients. We offer our attorneys a variety of excellent benefits and professional development programs, including in-house trainings and CLEs, administrative support, and growth and advancement opportunities.

We are a mid-size Mansfield-certified firm which believes in creating a work environment free of barriers and bias, where individual outlooks and talents are respected and valued. Our firm's policy is to ensure an equal employment opportunity without discrimination or harassment based on race, color, national origin, religion, age, sex, disability, citizenship, marital status, sexual orientation, or any other characteristic protected by the law.

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