We have an exciting opportunity for a Legal Secretary/ Office Coordinator in the San Francisco, CA office at Eversheds Sutherland (US) LLP. We are searching for someone who wants to be a valued contributor and member of a talented and dynamic team of lawyers, paralegals and Business Professionals.

The Legal Secretary/Office Coordinator is responsible for ensuring the smooth operation of the San Francisco office and providing secretarial, office, and reception support for the office.

The successful candidate should have previous work experience including basic secretarial skills, word processing, general office procedures and filing techniques, along with the ability to concentrate on details, organize work, and work with a wide spectrum of individuals. The Legal Secretary/Office Coordinator must be able to handle diverse practices, be a team player, and be a liaison between the client and the attorney.

Legal Secretarial Responsibilities:

• Drafts, edits, and files client documents and related correspondence per attorney(s) revisions, etc.
• Handles time entry and billing for assigned attorney(s) and paralegal(s), including editing pro formas.
• Prepares Client/Matter Information Memorandum (“CIM”) conflicts check emails as well as CIM forms to be submitted to the Records.
• Maintains files on a regular basis as required by attorney(s), Practice Group, and Firm procedures.
• Coordinates project management of attorney matters and cases.
• Maintains and updates attorney(s) calendar and contacts.
• Coordinates travel arrangements and prepare travel reimbursement requests and all other reimbursement requests in a timely manner and in accordance with Practice Group procedures and accounting deadlines.
• Coordinates client and in-house meetings and assist as necessary.
• Retrieves and opens mail (and date stamp, if required).
• Answers and handles incoming phone calls in a professional manner.
• Maintains confidentiality of all client and firm matters, recognizing that there should be no discussion in or away from the office regarding client or Firm matters. This confidentiality extends to emails you are privy to that are in your attorney(s) and/or paralegal(s) Outlook mailboxes and folders.
• Assists fellow workers and/or other attorneys as needed and requested. The office functions as a team, and therefore it is essential that the Legal Secretary help when asked and volunteer when time permits.
• Notifies and assists HR with overflow work when not busy with work from assigned attorney(s) and paralegal(s), including providing overflow desk coverage for secretaries who are absent.
• Keeps abreast of what is happening on assigned attorney’s clients’ matters and knows location of material concerning those matters.
• Obtains research materials from the library as required by attorney(s) or paralegal(s).

Facilities/Office Coordinator Responsibilities:

• Works directly with Operations team for the day to day operations of the space.
• Handles accounts payable and receivable. Processes all office invoices and checks.
• Acts as the primary contact with office vendors.
• Coordinates meeting arrangements with applicable departments: orders meeting or conference meals and secures supplies; as needed.
• Maintains office equipment.
• Answers incoming office calls, forwards callers and takes messages as needed.
• Processes all incoming and outgoing mail; handles shipping and receiving tasks, as needed.
• Manages supplies and maintains storage areas.
• Assists with marketing and business development initiatives and materials.
• Provides support for HR, as needed, for appropriate recruiting, onboarding and departures; communicates employee concerns.
• Handles requests from office members, other offices and clients.
• Schedules and coordinates events internally and externally (holiday party, social events, etc.)
• Performs other duties, as assigned.

Knowledge, Skills and Abilities:

• A Bachelor’s degree is preferred from an accredited college or university
• Five to seven years of experience working in a legal Department with in a similarly sized, multi-office professional services organization
• Excellent interpersonal, written and verbal communication skills are required. Proven analytical and problem-solving skills. Detail-oriented, organized and have the ability to multi-task and prioritize workloads. Ability to present ideas in a business-friendly and user-friendly language.
• Excellent computer skills and knowledge of MS Office Suite is required. Experience with Aderant and ChromeRiver software programs, is highly preferred.
• Must have excellent problem-solving skills and the ability to work under pressure within tight deadlines.
• Strong proofreading skills, organizational skills, excellent communication and client service skills and attention to detail are essential.
• Able to handle diverse tasks, be a team player, and be an internal and external liaison between the partnership, department, Business Professionals, clients and vendors.

Salary is commensurate with years of relevant experience & geographic location. The range for this position is $53,000 - $105,000.

Eversheds Sutherland (US) LLP is committed to promoting diversity and inclusion within our Firm and in the larger legal profession. We believe that diverse skills, knowledge and viewpoints make us a stronger firm. Eversheds Sutherland (US) LLP maintains a policy of affording all employees and applicants equal employment opportunities without regard to actual or perceived race, color, religion, sex (including pregnancy, childbirth, lactation and related medical conditions), sexual orientation, gender (including gender identity or expression or transgender status), national origin, age, disability, genetic information, marital or familial status, domestic violence victim status, ancestry, amnesty, citizenship status, ethnicity, military and veteran status, or any other characteristic protected by applicable law. Unlawful discrimination, harassment and retaliation will not be tolerated in any of the Firm’s offices or any other work-related setting. Qualified individuals with a disability may request a reasonable accommodation in order to apply for a position or to enable them to perform the essential functions of a position for which they are otherwise qualified. EEO.