Legal Practice Assistant Corporate

Job Description:

The Legal Practice Assistant provides secretarial support to attorneys and other professional personnel.  Works as a team member with other secretaries to balance workload.

Responsibilities

Essential Functions:  

• Provides Secretarial Support to Attorneys in a particular practice or department, with responsibilities including, but not limited, to:
  • Screens and routes telephone calls, reviews and transcribes voicemails, responds to routine inquiries
  • Opens, sorts and processes attorney mail
  • Manages attorney emails in Outlook which includes reviewing, drafting, sending and printing emails
  • Manages Outlook calendar on behalf of attorneys
  • Creates and maintains client contacts in Outlook and InterAction
  • Prepares and distributes correspondence and other documents using excellent proofreading and formatting skills with the ability to offer support and suggestions relative to grammar, spelling and punctuation
  • Manages projects and coordinates distribution with the ability to use firm resources to delegate tasks in the successful completion of such projects; interacts with other departments and facets of the office, when appropriate, to coordinate larger scale projects (such as word processing and duplicating)
  • Schedules and coordinates meetings and/or conferences, interacts with facilities and catering and manages all other details of the meeting
  • Coordinates conflict check and new matter memo process
  • Coordinates travel arrangements and prepares expense reports
  • Completes time entry on behalf of attorneys
  • Organizes and maintains legal correspondence and document files and utilizes Legal Key
  • Manages review and distribution of draft and final client bills which includes communication with attorneys and accounting representative relative to completion of bill
  • Completes various other assigned administrative tasks such as photocopying, printing, scan documents to PDF and save to FileSite, faxes, creating labels, etc.
  • Performs accurately and in a timely fashion all word processing functions in Word, PowerPoint, Excel, and exhibits the ability to learn new programs and processes quickly and efficiently
  • Work with Supervisor to coordinate overflow work, arrange desk coverage and escalate items/issues that need immediate attention and/or resolution
  • Participation in projects and/or pilot programs as requested

Job Requirements:

Qualifications

Education/Training/Certifications:

• High School Diploma or equivalent required; Bachelor’s degree preferred. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience:  

• A minimum of 5 years’ experience
• The ideal candidate for this position will be someone with experience as an executive assistant in a legal or financial environment
• The candidate will have the confidence and strong technical and administrative skills to proactively manage duties and responsibilities for the team in an organized, efficient manner

Technical Skills:  

• Proficiency in Microsoft Office products
• Strong typing skills with a minimum of 70 wpm
• Knowledge of Microsoft Visio

Performance Traits:  

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:  

• May require occasional lifting of up to 25 lbs.