Legal Secretary

Overview

The Business practice group has an excellent opportunity for a Legal Secretary in the Cleveland, Ohio office. This is a non-exempt position that reports to the Regional Human Resources Manager and requires in-person presence of four days a week in the Cleveland office, with one day remote. The ideal candidate will possess excellent people, organizational, and planning skills and the ability to adapt to fast-paced, ever-changing priorities.

This role requires creativity and the ability to think innovatively and exercise independent judgment when necessary while handling sensitive and confidential information.

• Delivers excellent work and superior service to the Firm’s clients; contributes to the Firm’s reputation for excellence by providing highly efficient and effective secretarial and administrative support to a growing legal team.
• Provides clear and proactive communication to balance the team’s workload to ensure completion of projects within established time frames and quality standards.
• Assists attorneys in meeting client-service support demands, including providing telephone support, performing administrative tasks as usual in relation to tasks, and performing document production and other related tasks.
• If requested by an attorney, answers telephone calls, provides information to callers, routes calls to appropriate individuals, takes messages, and places outgoing calls.
• Electronically files correspondence, including emails, and other documents and records into Net Docs.
• Assists with opening and closing of client matters and prepares engagement letters.
• Reviews and edits billing proformas, including working with the assigned billing specialists to prepare client invoices, create cover letters, and send client invoices.
• If requested by an attorney, enters attorney time into the time entry system (Intapp Time).
• Drafts, revises, edits and proofs documents, including preparing redlines and tables of contents.
• Sets up and maintains hard copy files for client matters, if requested.
• Schedules events and meetings, including coordinating travel arrangements, reserving internal conference rooms, and reserving guest offices (across all offices).
• If requested by an attorney, maintains attorney calendar to include scheduling.
• If requested, enrolls attorneys in CLE courses and assists with CLE questions and recording.
• Maintains attorneys’ client contact information.
• Completes annual bar dues and professional membership renewals.
• Processes timely expense reimbursements through Chrome River.
• Backs up other secretaries during planned and unplanned secretary absences.
• Demonstrates strong attention to detail and the ability to anticipate peripheral needs.
• Other duties as requested and assigned.

• A high school diploma or general education degree (GED) is required.
• A minimum of three (3) years’ experience working as a Legal Secretary and three (3) years in a professional services environment.
• Interpersonal communication skills necessary to maintain effective relationships with partners, attorneys, clients, and staff in-person, by e-mail and telephone.
• Ability to provide a high level of customer service and to clearly and effectively communicate both verbally and in writing.
• Demonstrated proficiency in Adobe Acrobat, Microsoft Office Suite including Word, Outlook and Excel, as well as document management systems such as Net Docs.
• Advanced skills in Word, including using styles, track changes, and document comparison programs is preferred.
• Prior experience with Intapp Time, Proforma Tracker, Copilot, and Chrome River is a plus.
• Fundamental knowledge of legal terminology is helpful.
• This position is in-office four (4) days a week, with one day remote/WFH.

For more than a century, Baker Hostetler has been committed to excellence, collaboration, and innovation. With more than 1,000 attorneys across 18 offices nationwide, we rely on talented professionals to help deliver exceptional client service. Baker Hostetler offers a comprehensive and competitive benefits program, including group health, dental and vision insurance, paid holidays, 401(k) plan, parental leave, family care…