Summary:

A Legal Secretary Trainee works closely with supervisor and experienced Legal Secretaries for training and development opportunities to grow in understanding and ability to perform various clerical and administrative tasks for attorneys in a law firm environment. Position coordinates and follows effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures.

Duties and Responsibilities:

Type, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. using MS Office applications

Proofread all work to ensure proper formatting, spelling and grammar

Input, edit and finalize attorney daily time through InTapp billing system; ensure accuracy of input and required hours entered daily

Prepare and submit expenses and invoices for payment; submit check requests as needed

Coordinate travel arrangements including air, hotel and car service for attorneys; maintain travel expenses

Receive, screen and transmit telephone calls, conference calls and messages to attorneys, clients and staff

Process incoming and outgoing mail and deliveries; distribute promptly upon receipt

Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and catering

Establishes and maintains paper and electronic files in compliance with current Firm policies

Collaborate with departments across the Firm in order to complete required tasks within the role by using appropriate resources

Perform a variety of clerical and administrative functions including expense reports, photocopying, printing, binder assembly, transcribing and revising digital audio, etc.

Operates office equipment including PCs, printers, phones, copiers, scanners and facsimiles

Cover other desk assignments when needed and offers assistance to others on the team in order to meet Firm and client needs

Perform other duties as assigned

Qualifications:

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email (current employees should contact Human Resources). 

Education and/or Experience:

High school graduate or equivalency; some college preferred

Proficiency in Microsoft Office applications with high aptitude for learning new software and systems

Professional services industry experience a plus

Ability to accurately type 50 words per minute

Tech savvy – likes to learn and work with technology

Other Skills and Abilities:

The following is also required of the successful candidate:

Superior written and verbal communication skills

Strong attention to detail

Excellent organizational and time management skills

Self-starter who takes initiative; shows ownership and commitment to the position

Ability to work independently and within a team environment

Ability to preserve confidentiality and exercise discretion

Ability to work under pressure; manage multiple projects with competing deadlines and priorities

Ability to develop proficiency in legal and administrative applications that support Firm operations and client work

Eager and willing to learn new skills

Reliable with strong work ethic

Professional appearance and ability to speak comfortably and professionally with attorneys, staff, clients and vendors

Excellent customer service

Sidley Austin LLP is an Equal Opportunity Employer