Corporate/Transactional Secretary

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’s Palo Alto office has a highly trained team of lawyers focusing on intellectual property (IP), technology transactions, corporate, and litigation services. Our multidisciplinary teams can address the opportunities California offers for clients in IP, as well as in-bound Asian work, venture-funded corporate matters, and big-ticket litigation such as patent, securities, insurance coverage, and class action labor and employment matters. Most of our California-based lawyers have earned engineering or technical degrees in addition to law degrees, enhancing their understanding of the intricacies of IP. We have team members recognized as Northern California Super Lawyers (Thomson Reuters) and in The Best Lawyers in America directory (Woodward/White, Inc.). 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.

The Palo Alto location is centrally located downtown with walking distance of shopping and dining, and the firm provides dedicated parking under the office. Whether virtual or in-person, we enjoy gathering together to maintain a sense of community and a comfortable and friendly environment.

Salary Range

The expected salary range for this position is $105,000.00-$120,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.

The Haynes and Boone Legal Secretary (Corporate/Transactional) is a non-exempt position that 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.

Administrative Tasks

• Process new client/matter requests, client bills, time reports, expense reports, and other internal procedures.
• Maintain calendars, schedule external and internal meetings, teleconferences, networking events, and court dates.
• Handle extensive client contact through phone, email, and in-person interactions.
• Edit and finalize various corporate legal documents and letters of correspondence.
  
  

Legal Support

• Utilize proactive work style and analytical skills to read, research, review, verify, and route correspondence, reports, and legal documents.
• Demonstrate strong production skills when formatting documents, inputting data, editing, copying, scanning, and transmitting text, data, and graphics.
• Exhibit excellent written and verbal communication skills, ensuring proficiency in grammar and spelling.
• Provide outstanding client service, building effective relationships with internal and external clients.
• Utilize software such as Microsoft Office, Adobe DC, DocuSign, internet research tools, document management systems, and attorney time entry software.
  
  

Essential Duties

• Copy, distribute, send (electronically or via mail/courier), file, and handle completed work.
• Maintain physical and electronic files, as well as contact databases.
• Coordinate meetings, appointments, and properly receive clients/guests.
• Transcribe and compose correspondence related to client matters.
• Prepare closing binders when necessary.
• Manage incoming and outgoing mail.
  
  

Other Duties

• Offer secretarial assistance to summer associates, visiting attorneys, and attorneys whose secretaries are absent.
• Occasionally coordinate courier services for document delivery or collection.
• Perform additional duties as assigned or needed.
  
  

Reporting Relationship: The Legal Secretary reports directly to the Office Administrator or appropriate Human Resources representative and indirectly to assigned attorneys.

Education And Qualifications

• High school diploma required; two years of college or equivalent preferred.
• Prior experience in corporate/transactional legal support.
• Proactive work style and strong analytical skills.
• Proficient in formatting documents, data entry, editing, copying, scanning, and transmitting text, data, and graphics.
• Excellent written and verbal communication skills with a focus on grammar and spelling.
• Exceptional client service skills with a proven record of building effective relationships.
• Proficiency in Microsoft Office, Adobe DC, DocuSign, internet research tools, document management systems, and attorney time entry software.
  
  

Physical Demands

• Must be able to move around the office up to 15% of the time for various tasks.
• Remain stationary at least 85% of the time.
• Regularly operate computers and office productivity machines.
• Occasionally required to move documents or files weighing up to 15 lbs.
• Constant communication and exchange of information with attorneys, clients, and staff.
• Ability to inspect and observe information on a computer screen at least 80% of the time.
  
  

Working Conditions

Office environment with occasional overtime requirements.