About the Role
Location: San Francisco, CA* (Hybrid Remote: Work from home on Monday and Friday)
Shift: Monday to Friday, 9:00AM to 6:00PM
Compensation: up to $50.00/HR (DoE)
*Openings in Palo Alto and Los Angeles offices too!
Job duties include:
Coordinate travel, meetings, and other events; liaise with U.S. and Japan-based client staff
Translate English/Japanese documents and correspondence
Coordinate and maintain effective office procedures and efficient work flow, comply with policies and procedures set by the Firm, establish and maintain harmonious working relationships, and foster an atmosphere of teamwork and cooperation
Work effectively with other secretaries within the office; provide occasional coverage to the secretarial team when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared work space and be accessible to both lawyers and other secretaries
Schedule client meetings, reserve conference rooms, coordinate audio visual equipment and food needs via CovReservations; register Firm guests through Passage Point; coordinate all aspects of lawyers’ travel arrangements (domestic and international) and prepare travel itineraries, monitor and process travel reimbursements in a timely manner, maintain Outlook calendar, and monitor crucial due dates for lawyers as required
Organize, coordinate, and communicate pertinent information with other team members; monitor lawyers’ incoming emails as directed and when required; answer phones and direct callers as required; receive, register, and assist visitors as required
Type, revise and proofread general correspondence, memos, legal documents, reports in Excel, etc. from various sources
Prepare draft communication outlined by lawyer as required; ensure accuracy and clarity of all work product in a timely manner
Utilize iManage document management system effectively as a central repository for all matter- related documents
Establish and maintain records of documentation in searchable electronic formats (hard copies only when necessary); file hard copy data and documents as necessary in a timely manner; retrieve information from storage as requested; send paper files to storage on a periodic basis; use Records Management System to process files for storage and retrieval; update subscription books as required
Maintain lawyers’ time in 3E, proofread, and submit finalized time to Accounting on a daily basis (unless client directs otherwise); maintain knowledge of client requirements for billing and prepare client billing as required; prepare New Business Matters and update list of client/matter codes; maintain and follow through on all client billing matters
Maintain appropriate sense of urgency and complete all work assignments within agreed upon deadlines
Creates and maintains up-to-date lawyer preference information supported by the secretarial team reflecting specific instructions and expectations of the lawyers
Coordinate any planned time out of the office (PTO) with Team members prior to submitting request to Director of Administration for approval
Deliver timesheets to Director of Administration for approval in a timely manner. All overtime must be pre-approved by Director of Administration
Mandatory participation in the Secretarial Certification Program
Requirements
Bilingual Japanese/English language fluency required
Minimum of two years of legal secretarial or executive administrative assistant experience
High school diploma required; Bachelor’s degree preferred
Excellent written and verbal communication skills
Excellent interpersonal and organizational skills
High attention to detail, ability to multi-task in a high paced environment, and manage deadlines
Ability to prioritize and coordinate work
Ability to maintain confidential information
Ability to manage workflow and delegate projects as necessary
Ability to think critically and analytically in a pressured environment
Ability to clearly and effectively communicate with various levels of staff within the organization
Ability to work productively and cooperatively with other employees
Ability to constantly learn new skills as they become necessary; adapt to using new equipment such as a computer, duplicating machines, and scanners
Ability to navigate iManage, MS Office, Elite, 3E, and Chrome River