Latham & Watkins, a global law firm consistently ranked among the top firms in the world, is currently seeking a Legal Secretary to join our winning team, located in Chicago. The success of our firm is largely determined by our commitment to hire and develop the very best and brightest, creating a team that provides our clients with the highest quality of work and service. We are driven by our core values: respect, innovation and collaboration. The Legal Secretary will receive a generous total compensation package. Bonuses are awarded in recognition of individual and firm performance. Eligible employees can participate in Latham’s comprehensive benefit program including healthcare, life and disability insurance, flexible spending accounts, a 401k plan, and more! In addition, employees receive 10 paid holidays per year, and a PTO program that accrues 23 days during the first year of employment and grows with tenure.   As a Legal Secretary at Latham, you will contribute your expertise to duties of a confidential nature for a designated group of associates, paralegals, counsel, and partners (together with the Team Leader or Coordinator, to be called client within this job description). You will maintain positive contact with both internal and external clients as well as other personnel at all times. Your responsibilities will include these and other critical functions:            

• Providing a high level of customer service to internal and external clients
• Generating and reviewing proformas from 3E (informational and/or billing)
• Creating, editing, and processing bills in accordance with firm and client requirements; reviewing proformas, handling subsequent corrections and e-billing coordination
• Acting as liaison between billing attorneys, billing secretaries and the billing staff; responding to internal inquiries in a timely manner
• Utilizing computerized billing and payable software modules to complete the billing process and researching and providing information to customers
• Proactively seeking knowledge regarding the status of bills with the goal to consistently meet agreed upon deadlines as part of a team
• Proactively keeping abreast of firm resources, contacts and subject matter experts to provide alternative solutions when a request cannot be fulfilled via the designated Attorney Support team or center or can be fulfilled more efficiently through an alternative resource
• Receiving assignments from clients and performing tasks as requested; updating clients regarding receipt and status of tasks/projects and consistently meeting agreed upon deadlines
• Coordinating and arranging meetings and conference calls; may order meals, refreshments, and equipment as requested
• Entering time and reviewing time entries in Intapp
• Educating timekeepers about appropriate time entry requirements and standards
• Assisting with special projects when necessary
• Entering all assigned service requests into the ServiceNow ticketing system and monitoring tickets from open to close status ensuring all service level agreements are met
• Managing client communications as requested (e.g., understands client preferences with regards to answering the phone/taking messages/using voice mail, instant messenger, responding to e-mail, processing postal mail, setting up video conferences, etc.)
• Researching information as requested by clients
• Utilizing programs such as Excel, Word, and PowerPoint to create materials as requested, i.e., closing-related materials
• Printing, scanning, organizing, transcribing, and distributing documents upon request, and/or coordinating with Williams Lea to arrange for copying, custom reprographics/binding, and messenger service
• Proofreading and making revisions to legal documents as directed
• Creating, maintaining, and distributing meeting materials for client matters per client specifications
• Maintaining client contacts and working group lists
• Working with client to bill external clients and contact external clients or internal clients as appropriate and/or collaborating with billing mentors as applicable
• Coordinating travel and providing updates concerning mail and phone messages during client time out of the office while traveling
• Reviewing, processing, and auditing expense reports, vendor bills, and check requests
• Providing comprehensive support functions for clients including, but not limited to, calendar management, personal work, training, center overflow
• Promoting effective work practices, working as a team member, and showing respect for co-workers
• Participating in 360 degree feedback to ensure team excellence

As a Legal Secretary, you will be expected to apply your organizational and communication skills while displaying a positive, high-energy attitude. The successful candidate must have well developed and professional interpersonal skills; ability to interact and communicate effectively with clients and staff at all organizational levels of the firm; ability to take initiative and work both independently and in a team environment with a customer service focus; ability to work with staff and manage attorney expectations; ability to handle confidential and sensitive information with appropriate discretion; organizational skills needed to manage time well, prioritize effectively, and handle multiple deadlines; knowledge and understanding of typical work processes performed daily in an office environment; advanced attention to detail and ability to create accurate work product; knowledge of Chrome River, Outlook, Cisco Phone, Intapp, Elite 3E, Interwoven, InterAction, Event Management System, and specific technology as assigned; knowledge and proficiency in PC applications required, including MS Office. A Bachelor’s degree is preferred along with prior professional experience in a legal or professional services environment. Qualified candidates are encouraged to apply by clicking the “Apply Now” link. Latham & Watkins is an Equal Opportunity Employer. Our commitment to diversity, equal opportunity and sustainability enables Latham & Watkins to draw from a remarkable wealth of talent to create one of the world's leading law firms.

Latham & Watkins is also committed to protecting the health and well-being of our employees and partners, their families, and members of our community against COVID-19. Accordingly, we require all partners and employees based in the United States to be fully vaccinated against COVID-19, unless they have a documented underlying medical condition or sincerely held religious belief that prevents such vaccination. Offers of employment will be conditioned upon applicants presenting proof of full COVID-19 vaccination or obtaining an exemption on medical or religious grounds.

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Required Skills Required Experience

• Excellent attention to detail, accuracy and organizational skills.
• Ability to operate a PC and input data.
• Strong verbal communication skills.
• Ability to work independently and also within a team.
• Must be able to lift and/or pull 50 lbs. without restriction
• Must be able to work in varying facility conditions.
• Ability and availability to work irregular or extended hours including nights, weekends and potentially holidays as needed by the customer