Legal Secretary

Job description

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do. Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer. This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers. Are you a proactive and detail-oriented professional looking to make a significant impact in the legal field? As a Legal Secretary at our firm, you will be at the heart of our operations, providing essential administrative and executive support to our attorneys, paralegals and business leaders. This role is perfect for someone who thrives in a fast-paced environment and possesses strong organizational, communication, and up-to-date technical skills. You will be instrumental in ensuring we deliver on our core principles including a firm first mentality, client-centricity, collaboration and excellence. We offer a supportive and inclusive work environment where you can develop your skills and grow your career. This is a challenging and rewarding role that offers the opportunity to make a real difference. The Legal Secretary provides essential administrative and executive support to attorneys, paralegals and business leaders. This role is essential to ensuring we deliver on our core principles including a firm first mentality, client-centricity, collaboration and excellence. The Legal Secretary must thrive in a fast-paced team environment and demonstrate strong organizational, communication and up-to-date technical skills. This position will support Patent attorneys in Goodwin's Life Science practice. What You Will Do: Administrative Support You will play a crucial role in managing the daily operations of our legal team. Your responsibilities will include managing complex calendars, arranging meetings, and coordinating travel arrangements for attorneys, paralegals and business leaders. You will manage all aspects of meeting logistics, e.g., booking conference rooms, registering guests, securing equipment, and arranging catering services. Efficiently managing all communication modalities including calls, emails and hard copy mail. you will ensure communications are handled appropriately and in a timely manner. Additionally, you will prepare and process expense reports and check requests, ensuring accurate documentation for timely reimbursement/payment. You will provide backup support to other secretaries, including absence coverage and overflow tasks as needed. Document Preparation & File Management You will be responsible for proofreading and editing legal documents, correspondence, memos, and other communications to ensure accuracy and clarity. You will assist with the preparation, management, and distribution of audit response letters, and maintain organized, up-to-date client and administrative files in the firm’s electronic document management system, ensuring quick document retrieval and compliance with firm policies. Business Intake/Conflicts You will open new client and/or matter numbers, maintain and edit matters, perform conflict checks, and prepare engagement letters, coordinating their signing through DocuSign. Time Entry/Billing You are responsible to facilitate time entry for assigned attorneys and paralegals including input, review, edit and release of time. May support billing process e.g., track billing deadlines, circulate prebills to attorneys for review, etc. Who You Are: High school diploma/GED required College degree preferred but not required Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Experience supporting patent attorneys is preferred. You possess exceptional organizational skills, allowing you to manage multiple tasks and projects simultaneously with efficiency and precision. Your ability to prioritize and handle a variety of responsibilities ensures that deadlines are met and operations run smoothly, even in a fast-paced environment. You have outstanding communication skills, both written and verbal, enabling you to convey information clearly and effectively. Whether drafting legal documents, corresponding with clients, or collaborating with colleagues, your communication is always professional and articulate, fostering strong working relationships and ensuring accurate information exchange. You understand the importance of confidentiality in the legal field and are committed to maintaining the highest standards of privacy and discretion. You handle sensitive information with care, ensuring that all client and firm data is protected and only shared with authorized individuals. You are committed to continuous learning and professional growth. You actively seek out opportunities to enhance your skills and knowledge, and you value collaboration, working effectively with colleagues to achieve common goals and improve team performance. You have a thorough understanding of the firm’s structure and the resources available to you. This knowledge allows you to navigate the organization efficiently, leveraging the right tools and contacts to support your work and contribute to the firm’s success. You are proactive in identifying areas for improvement within existing processes and procedures. Your innovative mindset drives you to suggest and implement changes that enhance efficiency, accuracy, and overall effectiveness. You possess strong analytical skills, enabling you to find solutions to various administrative challenges. You can assess situations, accurately identify issues, and prioritize workloads effectively, ensuring that problems are resolved promptly, and operations continue with minimal disruption. #LI-NC1 Benefits and More At Goodwin, you will discover your next career opportunity with a rewarding compensation package and comprehensive benefits, including: Health, dental, and vision insurance Life and disability insurance Retirement & Savings Plan Emergency back-up child and adult care Paid vacation, sick time off, and holidays Professional development and career advancement opportunities Employee recognition and reward programs Employee wellness and assistance programs Employee discounts and perks This position is eligible for overtime: Yes The target salary range for this position varies by location and is commensurate with relevant experience: Boston $67,200 - $110,400 | Los Angeles $70,000 - $115,000 | New York $71,400 - $117,300 | Orange County $70,000 - $115,000 | Philadelphia $63,000 - $103,500 | San Diego $70,000 - $115,000 | San Francisco $75,600 - $124,200 | Santa Monica $70,000 - $115,000