The Assistant performs a variety of legal and administrative tasks, which include providing a high level of customer service and support for the following roles: Partner, Counsel, and Associate, while consistently producing an excellent work product.

The Assistant is expected to maintain a general knowledge of business services, policies and procedures, practice areas and clients of the firm. The Assistant must also maintain confidentiality regarding extremely sensitive matters and materials related to clients and the firm.

Hours: 8:30 AM – 5:30 PM (with flexibility to work OT at times)

Compensation: 25.00-31.00 USD per hour

Benefits Include: Medical, Dental, Vision, STD, LTD, Life, 401k, Paid Time Off, and Bonus Incentives

SCHEDULING

• Maintain calendars, contact information and other pertinent information as requested within Outlook and the firmwide contact database
• Answer telephone and accurately record and relay communications
• As requested, schedule meetings and process arrangements for meetings including video conference/audio conferencing, meeting rooms, and catering requests

TRAVEL and EXPENSES

• Coordinate travel arrangements through the in-house Travel Department and prepare fee-earners’ expense reports
• Occasionally identify flights in advance of coordinating final arrangements with in-house Travel Department

DOCUMENT PRODUCTION

• Prepare a variety of forms and create new documents using the established document processing methods and procedures of the firm
• Create, edit, spell check, and proofread work product to ensure accuracy and completeness

DOCUMENT PRESERVATION/RECORDS

• Organize and maintain administrative and client files; prepare indexes and files for off-site storage
• Coordinate and work closely with the Records Department to safeguard confidential records

TIME RECORDING/BILLING GENERATION

• Record, review, edit, and close time entries through the web-based time entry program using Firm standards
• Manage monthly client billing (paper and electronic billing). Review and edit billing proformas for accuracy and completeness; distribute to fee-earners for review; and complete client and fee-earner inquiries
• Prepare and process third-party vendor invoices to align with the applicable client invoices
• Review monthly bills for consistency in narrative edits and hours billed by attorneys working on the same matter

THIRD-PARTY INVOICES

• Arrange for payment of client billing vendor invoices or checks to be drawn and charged to the appropriate client/matter numbers
• Prepare third-party client and firm-related invoices and arrange for payments to be drawn and charged to the appropriate billable numbers

CLIENT RELATIONS

• Generate client conflict inquiries; open new matters and prepare engagement letters
• Respond to customer/client requests in a skilled and timely manner
• Respond to internal client requests effectively and courteously, in person, by telephone and written communication to attorneys and business services professionals

LEGAL PRACTICE AREA SUPPORT

• The Assistant is expected to provide exceptional support in document preparation specific to practice area requirements
• Prepare annual and/or supplemental audit letter responses, memorandums, correspondence, pleadings, and document binders
• Prepare practice specific court and legislation filings
• Assume responsibility for preserving the highest level of confidentiality of all firm and client information, records, and files, both within and outside of the firm

REQUIRED SKILLS

• Working knowledge of Microsoft Office products
• 60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
• Flexible attitude and the ability to deal well with changing assignments and priorities
• Professional appearance and demeanor
• Exceptional attention to detail and excellent organizational skills
• Ability to communicate effectively, both verbally and in writing, with lawyers, business services employees, and clients
• Ability to multi-task, prioritize projects, meet deadlines, and maximize productivity
• Ability to work independently without supervision, and collaborate effectively with team members
• Ability to maintain confidentiality and use discretion regarding highly sensitive matters and materials

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• • Five (5)+ years relevant experience required
  • Experience in a law firm or similar professional services industry desired, preferably in a large firm or company environment
  • College degree preferred