Job Summary
Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys, paralegals and other support staff members. Maintains positive contact with clients and co-workers and observes confidentiality in all client and firm matters.
Responsibilities
· Review partner’s inbox frequently throughout the day to identify emails that need immediate response and/or require a scheduled call; triage and attend to email to ensure timely response to clients.
· Weekly review of partner’s inbox to summarize open items.
· Maintain calendar of calls, meetings and business trips, apprising attorney of responsibilities in advance of commitment.
· Substantial word-processing work on large employee handbooks and employment agreements.
· Take initiative to address as many internal and client emails as appropriate.
· Maintain awareness of active client matters to ensure familiarity with issues when assistance is needed. Look for ways to assist proactively.
· Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients and staff promptly. Assist callers as appropriate in attorney’s absence. Refer callers to other attorneys and respond to inquiries when appropriate.
· Sort, date stamp and distribute incoming and outgoing mail promptly. Open and review materials as directed.
· Compose/draft routine correspondence for attorney signature.
· Prepare PowerPoint slides for frequent webinars; coordinate with marketing in all aspects of webinar planning.
· Coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorney and clients.
· Prepare bills on a monthly basis. Edit and finalize bills to ensure accuracy of input.
· Coordinate preliminary conflict checks to ensure attorney and firm ability to represent potential client.
· Set up, organize and maintain client files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files or finish files as appropriate.
· Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
· Employ firm applications efficiently and effectively to process work.
· Work collaboratively with others across the firm to meet the needs of attorneys across the firm.
· Follow up on requests made by attorneys, paralegals and clients.
· Assist other attorneys or staff in performing secretarial functions as requested or needed.
· This position provides back-up coverage to a busy litigation group. Therefore, litigation experience is preferred.
· Provide coverage to reception on a rotating basis or during vacation periods.
· Perform other functions as requested or needed.
Knowledge, Skills and Abilities Required
· 3+ years legal experience.
· Bachelor’s degree a plus.
· Ability to handle confidential and sensitive information.
· Strong problem-solving skills and ability to take initiative on a regular basis.
· Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
· Strong technical aptitude. Advanced Microsoft Word skills required.
· Ability to pay close attention to detail to ensure the highest quality work product for the client.
· Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
· Solid writing/editing skills. Ability to proofread typed materials for contextual grammatical, typographical and spelling errors.
· Ability to work more than 37.5 hours when required to complete specific projects or tasks.
· Hybrid schedule. Currently, 3 days in office and 2 days remote.
