Legal Secretary

A legal secretary is responsible for various administrative tasks for attorneys, including coordinating and maintaining effective office procedures and efficient workflows, follows policies and procedures set by the Firm, and establishing and maintaining harmonious working relationships with both business functional departments and external clients. The role demonstrates a deep understanding of legal business operations, exceptional judgment, strict confidentiality, and a customer service mindset, and accommodating to diverse personalities and work styles. 

Communication and Correspondence:

• Manage complex calendar and email communications, prioritizing incoming messages, and respond on behalf of attorneys when appropriate
• Proofread all documents and correspondence to ensure accuracy of copy, grammar, punctuation, and syntax
• Receive, screen, and route telephone calls, conference calls, and messages to attorneys, clients, and business professionals with a high degree of professionalism
• Process incoming and outgoing mail and deliveries and distribute promptly upon receipt

Travel Coordination:

• Arrange complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa documentation for attorneys and clients; maintain travel expenses

Document Management:

• Prepare, format, edit and finalize documents (e.g., correspondence, charts, motions, briefs, pleadings, exhibits, contracts) using MS Office and other Firm software
• Organize and manage electronic and physical court filings, clerical functions, and workflow

Time and Billing:

• Accurately input, edit, and finalize attorney daily time entries using the InTapp billing system ensuring compliance with time entry policies and client billing guidelines

Meeting and Event Coordination:

• Plan and coordinate internal and external meetings, conferences, and events, including scheduling, logistics, and catering services
• Prepare materials for meetings, such as agendas, presentations, and spreadsheets, and ensure attorneys are well-prepared
• Track and organize material and information related to attorney leadership roles within the firm, in bar and other professional organizations

Client and Attorney Support:

• Assist attorneys in managing client relationships, including maintaining contact lists, tracking client interactions, and preparing client reports
• Handle confidential and sensitive information with discretion and in accordance with firm policies

Administrative Functions:

• Perform a variety of secretarial tasks, including processing new client/matter reports, and running conflicts checks
• Transcribe and revise digital audio recordings and other dictated materials
• Delegate tasks to appropriate resources and ensure timely and accurate completion

Other Responsibilities:

• Proactively handle regular activities without prompting and provide advance notice of potential issues or delays
• Perform other duties as assigned or as judgement or necessity dictates

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. If an estimated salary range for this role is available, it will be provided in our Target Salary Range section. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.

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 staffrecruiting@sidley.com (current employees should contact Human Resources). 

Education and/or Experience:

Required:

• High school degree or equivalent
• Proficiency in Microsoft applications
• Minimum of 5 years of experience as a legal secretary or in a similar role

Preferred:

• Experience with document management systems (DMS) like NetDocuments

Other Skills and Abilities

• Strong organizational skills and attention to detail
• Excellent analytical, judgment and problem-solving abilities
• Superior interpersonal and communication skills
• Ability to work harmoniously and effectively with others
• Ability to maintain confidentiality and exercise discretion
• Ability to work under pressure and manage multiple projects with competing deadlines

Sidley Austin LLP is an Equal Opportunity Employer.