Legal Secretary (Private Client & Tax)

Summary

The legal secretary position at Withers Bergman is responsible for increasing attorney effectiveness by providing administrative support, information and information management and representing the attorney to clients and others.  This role is resident in the San Francisco office and is assigned to the Private Client & Tax division but may support fee earners in other divisions. The annual base compensation for this role is commensurate with experience and set between $85,000 - $110,000. 

Scope of Responsibility

This position will work to support Partners, Associates, and Counsel (subject to change in the future).  The job encounters recurring as well as new and varied work situations of moderate degree of complexity and includes frequent contact with others inside and outside of the firm including immediate partners, associates, and supervisors, members of other departments or other offices, clients and other professionals.

The ideal candidate for this role has a high degree of executive function and is ready to be an integral part of a busy practice. They will be resourceful, articulate, and communicate effectively with internal and external stakeholders at all levels. A high degree of client service, professionalism, and discretion is required. 

Essential Duties & Responsibilities 

• Drafts letters and trust and estate related documents; collects and analyzes information; prepares charts, graphs, and other visuals.
• Conserves attorneys’ time by reading, researching, reviewing, verifying, categorizing, processing, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences and attorney meetings; updating attorneys’ priority task lists, scheduling couriers, and other special functions. 
• Maintains attorneys' calendars by scheduling Zoom/Microsoft Teams and in-person conferences and telephone calls with internal and external participants and makes conference and travel arrangements.
• Communicates effectively to obtain information from/for internal and external clients.
• Inputs attorney time into timekeeping software (3E).
• Prepares Chrome River reimbursements reports for assigned fee-earners.
• Coordinates monthly billing process between accounting and assigned partner(s). This includes preparation of draft and final client invoices and transmittal of same.
• Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
• Finalizes and prepares execution versions of legal documents, prepares signing instructions, issues detailed instructions for preparation of client portfolio binders and memoranda, and directs and oversees shipment and receipt of same to ensure completeness.
• Maintains confidentiality of client and firm matters.
• Maintains electronic document management and filing system (FileSite/iManage) and hard-copy originals for record keeping when necessary.
• Updates job knowledge by participating in educational and training opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Provide Notary Public and witness services to clients.
• Performs other job-related duties as assigned.

Key Skills & Experience 

• Strong interpersonal skills and the ability to establish effective working relationships with colleagues.
• Strong communication skills: the ability to express self effectively, both orally and in writing.
• Previous experience with document management systems and electronic organizational filing methods preferred.
• Familiarity with legal terminology pertinent to the areas of assignment.
• Ability to prioritize and multitask effectively.  Must be proactive in planning of work and fee earner needs.
• Ability to work both as a team as well as independently.
• 5+ years as a secretary or administrative professional at a law firm.
• Previous experience supporting at least one partner/high level manager in a legal or professional services environment. 
• Bachelor’s Degree strongly preferred, but not required.
• This role is hybrid and may require 3+ days on site. 

About Withersworldwide

For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 17 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration. 

Equal Opportunities Employment Statement 

Withers Bergman LLP is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law. The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.