Sr Legal Secretary Job in Bethesda, Maryland US

SENIOR LEGAL SECRETARY -- INTERNATIONAL AND DOMESTIC LODGING OPERATIONS GROUP

Position reports to VP and Senior Counsel and supports VP and Senior Counsel and paralegals in the

Group.

-Act as liaison between the attorneys/paralegals and other Lodging division staff, corporate and

regional personnel, and outside counsel during all phases of managed and franchise development and

operations.

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Compose, type, and transmit correspondence; type/merge, red-line, proofread and transmit

agreements, contracts, and other legal documents.

- Screen telephone calls; handle matters not requiring the recipient's attention; refer calls to other

appropriate parties for handling; organize meetings and conference calls.

- Coordinate and maintain calendars for attorneys/paralegals.

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Create and maintain desk files and permanent files, including up-to-date filing, entries in RIMS, and

transmittals to Records Management Section.

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Review all incoming mail and bring priority items to the recipient's attention.

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Make all domestic and international travel arrangements and coordinate logistics including

transportation, reservations, and lodging arrangements. Prepare complex expense reports.

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Assist attorneys/paralegals in data entry and maintenance of practice area’s contract database and

database reporting.

Specific Duties

Filing / Documentation / Reporting

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Enter new property matters in the Law Manager database; update database information, including

revision and search of database for report and record management.

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Prepare execution, notarization, and consularization of documents (such as Powers of Attorney and

Declarations), including coordinating with signatories, accounting and messengers, and researching

relevant international procedures; finalize and obtain copies or originals of all closing documents;

prepare and complete file close-outs and Notification of Transaction; file documents in Permanent

Document files.

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Create and maintain computer- and paper-based filing and organization systems for records, reports,

documents, chron file, etc.

- Prepare and edit presentations, agendas, memos, letters, spreadsheets, and other business documents.

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Coordinate certain Group-wide functions such as document retention.

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Provide support in research of files and compilation of data as necessary.

Planning and Organizing

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Coordinate and manage outside counsel budget, and, process invoices.

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Track correspondence and other matters requiring response and keep attorneys/paralegals apprised of

status.

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Manage calendar for VP and Senior Counsel, including scheduling and canceling meetings, and

handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for

Senior Leaders and other associates.

635755-2

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Coordinate, schedule, and prepare for Group and other general meetings, including scheduling

conference rooms, preparing docket reports or agenda items, prior distribution of materials, room set

up, audio visual equipment set up, conference line initiation, and food and beverage arrangements.

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Assist with or take lead role in special projects for the Practice Leader/Group as requested.

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Take notes during and prepare minutes from meetings.

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Assist team leader with overflow as requested.

Policies and Procedures

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Maintain confidentiality of proprietary materials and information.

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Protect the privacy and security of clients, customers, and coworkers.

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Follow company and department policies and procedures.

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Research questions and problems and make recommendations for resolution.

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Ensure that personal appearance, immediate work area, and Group-wide shared spaces are clean,

professional, and in compliance with company policies and procedures.

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Protect company tools, equipment, machines, or other assets in accordance with company policies

and procedures.

Customer Relations

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Address client service needs in a professional, positive, and timely manner.

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Actively listen and respond positively to the questions, concerns, and requests of others.

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Proactively assist other employees to ensure proper coverage and service.

Communication

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Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper

discretion.

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Answer telephones using appropriate etiquette including using the callers' name, transferring calls to

appropriate person/department, requesting permission before placing the caller on hold, taking and

relaying messages, and allowing the caller to end the call. Screen telephone calls accordingly; handle

matters not requiring the Practice Leader’s attention; refer calls to other appropriate parties for

handling; organize meetings and conference calls.

-Speak to clients and other employees using clear, appropriate and professional language.

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Prepare and review written communications (e.g., emails, memos, documents), including

proofreading and editing written information to ensure accuracy, completeness, and timeliness.

-Talk with and listen to other employees to effectively exchange information.

Working with Others

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Treat all employees and clients with dignity and respect.

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Develop and maintain positive and productive working relationships with other employees and

departments.

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Partner with and assist co-workers to promote a positive work environment that fosters team efforts to

achieve common goals.

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Handle sensitive issues with employees and/or clients with tact, respect, diplomacy, and

confidentiality.

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Actively listen to and consider the concerns of other employees, responding appropriately and

effectively.

Computers/Software

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Transmit information and communications using a computer.

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Enter and retrieve information contained in computer databases using standard computer equipment

and technology to update records, files, reservations and answer inquiries from clients.

REQUIREMENTS FOR POSITION: