Legal Secretary

Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia that represents clients in litigation and arbitration, regulatory and policy, intellectual property, and transactional and corporate matters. The firm is internationally recognized for its representation of Fortune 500 companies in high-stakes litigation and government-facing matters, as well as its ongoing commitment to pro bono service and diversity, equity, and inclusion.

The Legal Secretary is accountable for providing advanced administrative support to assigned practice groups, and assisting the Support Services Department with administrative tasks in order to meet critical deadlines within established guidelines. Assigned attorneys may include members of the firm’s Executive Committee and/or Management Board.

• Assembles and handles confidential and sensitive information.
• Composes and formats legal documents, correspondence, memos, reports, and presentation materials while proofreading for accuracy, spelling, punctuation, and grammar.
• Prepares client bills involving collecting, entering and editing time using InTapp and 3E. Resolves issues involving external client service coordination, billing and adjustment or special information needs over the telephone or in person.
• Coordinates domestic and international travel. Prepares, submits, and tracks travel and expense reimbursements.
• Coordinates meetings, conferences, and special events, making sure to gather and prepare related materials for distribution in advance.
• Maintains calendar of meetings, appointments, business travel and special events.
• Assists with the scanning, photocopying, and preparation of binders.
• Assists with digital document transcription, using proper format and proofing for accuracy.
• Receives and screens telephone calls in a manner consistent with office policy and attorney preference.
• Creates and maintains filing systems and databases in compliance with office policy to ensure accurate and efficient retrieval of data.
• May assist practice group leaders and business managers in the development of various data or documents.
• Coordinates projects with other secretaries, service departments and outside vendors, as appropriate.
• Opens, sorts, and distributes mail in compliance with office policy and individual preferences.
• Serves as an information resource on firm policies and procedures, refers questions to Administration when appropriate.
• Performs other duties as assigned.

• Performs heavy meeting scheduling across offices, coordinates comp season meetings, travel arrangements, and schedules debriefings, maintaining a high level of confidentiality.

• Ability to perform both routine and non-routine tasks with care, attention to detail, and efficiency.
• Demonstrated proficiency in the use of Microsoft Office 365 software and advanced knowledge of MS Outlook, Nuance, Litera Change Pro, Acrobat (including extracting and converting PDF files) and any additional software the firm utilizes in the future.
• Extensive knowledge of advanced functions such as TOC, TOA, Best Authority, Cross-referencing, Track Changes, Tables, Styles and ability to learn any additional software the firm utilizes in the future.
• Familiarity with graphics and picture manipulation, including resizing, copying and pasting functions in connection with PowerPoint presentations.
• Demonstrated ability to follow directions and work effectively both independently and with others in a cooperative, enthusiastic and friendly manner to accomplish position functions and participate in team efforts.
• Must possess a thorough command of the English language including excellent spelling, grammar and punctuation.
• Working knowledge of legal terminology and procedures.
• Ability to accurately type 80 words per minute.
• Ability to work overtime hours as requested.
• Demonstrated ability to communicate clearly and effectively, both orally and in writing with attorneys, staff, vendors, and external contacts.
• Ability to exercise sound judgment and discretion in establishing and maintaining good…