What are the responsibilities and job description for the Legal Secretary (Real Estate) position at Haynes and Boone, LLP?
At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
The legal secretary reports directly to the Office Administrator and indirectly to assigned attorneys
Qualifications
Knowledge/Experience
At least three to five years of experience with real estate/transactional work. The secretary should possess working knowledge of general office procedures, as well as strong familiarity with legal terminology related to Real Estate.
Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocs; Chrome River; Elite). Prior experience with handling expense reports, client bills, and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred. Prior experience supporting more than one attorney is required.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, and Outlook. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Office environment. Overtime required.
Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
- Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
- Manage a heavy billing desk.
- Takes dictation and transcribes, composes correspondence for client-related matters. Draft, proofread, and format legal documents, including purchase agreements, lease agreements, and closing documents. This includes proofreading and redlining work for accuracy - copy, format, etc.
- Prepare correspondence, memos, and reports related to real estate transactions.
- Ensure accurate filing and organization of physical and electronic documents.
- Track key deadlines and follow up on required documentation.
- Assist with preparing and organizing materials for real estate closings.
- Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
- Coordinate with title companies, lenders, and clients to ensure smooth transaction processes.
- Maintains physical and electronic files, and contacts.
- Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney(s).
- Handles incoming and outgoing mail.
- Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent.
- Performs other related duties as needed or assigned.
The legal secretary reports directly to the Office Administrator and indirectly to assigned attorneys
Qualifications
Knowledge/Experience
At least three to five years of experience with real estate/transactional work. The secretary should possess working knowledge of general office procedures, as well as strong familiarity with legal terminology related to Real Estate.
Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocs; Chrome River; Elite). Prior experience with handling expense reports, client bills, and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred. Prior experience supporting more than one attorney is required.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, and Outlook. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Office environment. Overtime required.
