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Position(s) I am Applying for

Transactional Legal Secretary

Cox, Castle & Nicholson LLP was founded in Los Angeles in 1968, with the goal of providing superior and comprehensive legal services to businesses, institutions, and individuals in all aspects of the real estate, finance, and construction industries. Cox, Castle & Nicholson LLP is now one of the largest full-service law firms specializing in real estate in the United States and has over 140 transactional and litigation attorneys in our Los Angeles, Orange County, and San Francisco offices.

We currently have a great opportunity for a bright, creative, responsive, client-service oriented Transactional Legal Secretary to join its growing Overflow Resources and Secretarial Support team. The Transactional Legal Secretary will be responsible for providing administrative and secretarial support related to the specific work and function of assigned attorneys and other timekeepers. This includes, but is not limited to, the preparation of legal documents and correspondence, client billing, timekeeping, expense reports, closing binders, client interfacing, scheduling meetings, conferences, travel arrangements, answering phones, file maintenance, and a wide variety of other clerical duties as needed. 

About You

  • Self-starter: You anticipate what is needed, take initiative, and make things happen.  
  • Systematic: You have knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, and other office procedures.
  • Professional: You provide professional client relationship management and high-level client service
  • Organized: You pay attention to details and can shift gears at a moment’s notice.
  • Adaptable: You work effectively within a team structure and possess great communication skills.

What You’ll Do

  • Schedule and arrange meetings and conferences/teleconferences, coordinate travel arrangements, and perform other duties related to maintaining attorneys’ schedules.
  • Draft, edit, and proofread legal documents, correspondence, and redline comparisons for correct grammar, spelling, punctuation, format, syntax, and content requiring knowledge of legal terminology and document formats, such as agreements, contracts, memos, leases from verbal or written instruction, dictation, shorthand notes, rough drafts, or other material.
  • Prepare and ensure client intake information follows conflict procedures for opening new files/matters.
  • Assist with various parts of closings, including, but not limited to, closing binders, indexes, reviews, signature packets, signature pages, finalizing documents, organization, and distribution.
  • Input timekeeping information for attorney, paralegal, and self; prepares expense reports.
  • Coordinate billing procedures, including invoicing, as required.
  • Maintain contact and distribution lists and prepares labels and envelopes for large distribution and mailings.
  • Establish, maintain, process, and oversee files, correspondence, email messages, databases, records, and other documents in accordance with the Records Center filing system.
  • In addition to the above, assist with special projects, related essential functions/duties, and Overflow Resources when needed.

Minimum Qualifications

  • High school diploma or equivalent, with additional training in word processing and computers preferred.
  • Three years prior legal experience required.
  • Requires knowledge of modern office practices, principles of record keeping, set-up and maintaining filing systems, and knowledge of legal phrases, terminology, and procedures.
  • Knowledge of Microsoft Word and Outlook required. Excel and PowerPoint are a plus.
  • Experience with document management systems such as iManage, Elite 3E, Excel and PowerPoint a plus
  • Excellent oral and written communication skills

Compensation

  • Salary to be based upon experience; we're targeting between $62,500 and $75,000 annual.
  • We offer comprehensive benefits including medical, dental, and vision as well as 401(k), sick and vacation time.

Cox, Castle, & Nicolson is an Equal Opportunity Employer. Cox, Castle, & Nicolson provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Cox, Castle, & Nicolson will consider qualified applicants with criminal histories in a manner consistent with the City of Los Angeles Fair Chance Initiative for Hiring Ordinance (FCIHO).

To view our privacy policy, please visit: www.coxcastle.com/privacy