Legal Secretary

Req ID: 35781

BASIC PURPOSE: Provide full range of secretarial and administrative support to multiple members of the Legal Services

department, including clerical, receptionist, technical and organizational assistance. Project a professional Company image

through in-person, telephone and electronic communication.

MAJOR RESPONSIBILITIES:

• Perform general clerical duties, including but not limited to, photocopying, faxing, scanning, emailing and mailing.
• Timely log electronic emails, contracts and other documentation into the department’s document management system.
• Edit and proofread correspondence, pleadings, contracts or other documents for grammar, spelling and punctuation with high degree of accuracy, and file or distribute items, as requested.
• Timely create new legal project files; ensure email and other correspondence and information are promptly added to files; and maintain an organized legal file system consistent with departmental requirements.
• Handle multi-line telephone system in professional and appropriate manner, providing prompt written messages and callback requests.
• Screen mail, faxes and other deliveries and respond to, act on or route to Legal team members, as appropriate.
• Prepare correspondence, reports and materials, as requested, for use by legal team members, clients and/or third parties.
• Maintain current and accurate legal dockets and databases and properly distribute the same to legal team members, clients or third parties, as assigned.
• Assist in administrating various legal and non-legal processes, procedures, and projects.
• Research and make travel and lodging arrangements and submit travel expense reports.
• Setup and coordinate conference calls and meetings and greet clients and Company visitors.
• Assist in administering the department’s e-billing and matter management system.
• Ensure assigned legal team members’ and departmental paper and office supplies are fully-stocked and ordered, as required.
• Assist in researching and presenting information on work-related technologies, processes and resources.
• Pickup and deliver documents to and from locations on and off corporate campus and run additional department errands, as needed.
• Maintain professional and technical expertise through participation in continuing education.
• Uphold the highest standards of confidentiality and discretion as to departmental dealings, information, projects and issues.
• Other duties assigned as needed.

EDUCATION AND EXPERIENCE:

• Education:
  • HS Diploma or equivalent required
• Experience:

• Minimum of two years’ experience as an administrative assistant in a law firm or corporate legal department; Public Notary designation (or willingness to pursue, if requested)

SKILLS AND PHYSICAL DEMANDS:

• Skills:

• Proficient in Microsoft Office, ability to learn new software applications and programs, ability to type efficiently and accurately and to transcribe from voice messages or handwritten drafts and notes, ability to communicate effectively (both orally and in writing) with diverse individuals and to consistently handle interpersonal situations in a professional and respectful manner, strong drafting, negotiation and oral communication, comfortable handling multiple interruptions and adjusting priorities throughout the workday, excellent memory and organizational ability, in order to set priorities, organize workload, handle multiple responsibilities simultaneously and to meet deadlines; sufficient arithmetic skills to perform routine accounting and mathematical computations

Job Function(s): Legal

Founded in 1964 by Tom Love, Love’s Family of Companies is headquartered in Oklahoma City, Oklahoma, and remains entirely family owned and operated. With more than 300 locations in 40 states, Love’s approximate growth rate is 20 stores per year. Love’s has consistently ranked in the top 10 on Forbes’ Magazine’s annual listing of America’s largest privately held companies. From the first filling station in Watonga, Oklahoma, the Love’s commitment has remained the same: “Clean Places, Friendly Faces.”