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Corporate Secretary

Company: The Phoenix Group
Location: Palo Alto
Posted on: June 20, 2022

Job Description:

Job Description Corporate Legal SecretaryProvides a high level of client service and support while producing a high volume of consistently excellent work products. Maintains a general knowledge of the Firm's practice areas and a specialized knowledge of the assigned attorneys' practice area(s.

  • Provides professional-client relationship management with external clients.
  • Creates, edits, and proofreads complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
  • In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.
  • Creates and maintains client/matter lists and communication lists.
  • Organizes and accurately maintains physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested. Utilizes Firm provided software to accurately store email messages, and maintain and retrieve files.
  • Utilizes Outlook to schedule appointments and calendar dates.
  • Maintains contacts in Outlook and other firm databases.
  • Assists with timenote entry, including working with timekeepers to ensure that entries are timely and in compliance with firm and client policies and guidelines, inputting timenotes, editing, proofreading, and closing them on a daily basis.
  • Demonstrates working knowledge of internet resources to perform basic legal research and print off cases, as requested.
  • Ongoing management of complex billing details. Collaborates with timekeepers and the finance department to manage the billing process, including editing prebills, generating reports, and sending out final invoices. May assist with collection efforts. Coordinates client, matter, and timekeeper inquiries.
  • Initiates client file transfer requests and assists with client disengagement.
  • May facilitate the secure transfer of case/client data in accordance with the firm's data security policy.
  • Works with colleagues to ensure that attorneys and timekeepers in the firm receive support at a level commensurate with that of a premier law firm. Assists overflow work assignments and projects. May work in and with the shared support team in order to maximize productivity and promote teamwork. Participates in departmental projects.
  • Acts and assists as a proactive mentor for junior staff and new employees. Assists with training regarding specific Firm processes and procedures as requested.
  • Demonstrates knowledge of general corporate practice, including terminology, closings, mergers and acquisitions, and proper tracking and maintenance of minutes and other corporate and financial documentation..

Keywords: The Phoenix Group, Palo Alto , Corporate Secretary, Administration, Clerical , Palo Alto, California

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