Simpson Thacher & Bartlett LLP
Requisition Number: Assistant (Legal Secretary)-07-2018-003
Job Title: Assistant (Legal Secretary)
City: Palo Alto
State: CA
Shift: 8:30am - 5pm
Hours: 37.5

Simpson Thacher & Bartlett LLP is a leading global law firm with offices in New York, Beijing, Hong Kong, Houston, London, Los Angeles, Palo Alto, São Paulo, Seoul, Tokyo and Washington, D.C. Established in 1884, the Firm currently has more than 850 lawyers. On a world-wide basis, the Firm provides coordinated legal advice on the largest and most complex corporate transactions and litigation matters in industries which include financial services, insurance, power and natural resources, consumer products, services, technology, telecommunications, media, pharmaceuticals and healthcare industries. Cross-border finance, banking and bank regulation, mergers and acquisitions, securities issuance and regulation, project and asset based finance, real estate, asset management, joint ventures, taxation, litigation and dispute resolution are important aspects of the Firm’s practice.

Assistant (Legal Secretary)

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Description/Job Summary

 This position is located in the Palo Alto, CA office of Simpson Thacher. The Assistant (Legal Secretary) is responsible for providing support for assigned attorneys and/or senior management, performing a variety of administrative duties.

Responsibilities/Duties

  • Answer multiple phone lines ; screen and direct calls, as appropriate
  • Maintain calendars, schedule meetings, and arrange conference/teleconference calls
  • Create, revise, format and proofread letters, memos and various legal documents
  • Create, revise and manipulate Excel spreadsheets
  • Create and maintain attorney files
  • Print and organize documents into binders
  • Utilize various office machines to transmit data, print, duplicate, fax and PDF
  • Make arrangements for travel, transportation and accommodations via Internet and/or through the Firm’s travel department
  • Coordinate with Conference Services/Reception when scheduling meetings for room reservations audio/visual equipment needs
  • Arrange for catering for meetings through on-line catering system
  • Prepare and process client bills, working closely with Billing department
  • Process expenses through Firm expense application
  • Prepare attorney diaries through Firm diary application
  • Provide backup coverage for other assistants
  • Perform other duties as assigned, including assistance with personal matters for assigned attorneys

Required Skills

  • Excellent computer skills, including, MS WORD, Excel, PowerPoint and Outlook (email and calendar)
  • Excellent written and verbal communication skills
  • Strong attention to detail
  • Excellent organizational skills
  • Proactive and enthusiastic approach to client service and team work
  • Must be able to work collaboratively in a team environment
  • Ability to use diplomacy and discretion in relaying information
  • Can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high pressure environment

Required Experience

  • 3+ years of administrative experience in an office environment

Preferred Experience

  • 1+ years of secretarial experience in a law firm environment

Required Education

  • High School Diploma or GED equivalent required

Preferred Education

  • Bachelor's Degree preferred
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.