Overview
The Assistant provides executive legal assistance to multiple attorneys in our busy business law department. The Assistant performs executive assistant duties through the performance of complex secretarial and clerical tasks and produces documents relating to specific functions and requirements as set forth within business law practice groups using the Firm standard word processing and other applicable software. Candidates must be highly organized; proactive; result-oriented; and have a keen eye for detail.
Responsibilities
- Assist multiple attorneys by providing executive level administrative assistance through the performance of complex secretarial and clerical duties including: meeting planning and coordination, client communication, and scheduling, etc.
- Receive and screen telephone calls, letters and/or visitors; answer routine questions and furnish information to inquiring parties
- Schedule appointments and make arrangements for conferences and travel; maintain attorney’s calendar, contacts and daily docket to ensure that deadlines are met
- Make travel arrangements
- Communicate attorney’s instructions to various individuals and furnish and obtain information from other attorneys within the practice area
- Create, organize and maintain client files, follow up on pending matters
- Maintain physical and electronic client, research and administrative files utilizing NetDocs
- Greet attorney’s clients and guests for meetings and appointments and ensure that all required materials are organized in advance
- Interact with clients frequently by responding to their questions and obtaining information as required
- Anticipate attorney’s needs and prepare necessary documentation in draft for attorney’s review, including miscellaneous correspondence and client billing
- Provide document production services, including styling and formatting of documents
- Proofread all documents and check for appropriate formatting, spelling and grammatical errors
- Prepare documents and packages for mail, messenger and overnight delivery; ensure that all attachments, exhibits and enclosures are intact
- Receive and redirect attorney requests and needs as appropriate to expedite solutions
- Manage incoming and outgoing mail and e-mail
- Submit conflicts check(s) through OPEN
- Enter new client matter information in OPEN and prepare engagement letters
- Input attorney’s time in Carpe Diem and record information
- Prepare expense reports and disbursements forms
- Perform routine filing and retrieve files when requested
- Transcribe dictation as requested
Qualifications
- High School Diploma or GED required; Associates Degree or Bachelor’s Degree in a related field preferred
- Minimum of 3 years’ experience as an Assistant in a law firm or professional services environment
- 3 years’ Real Estate and Corporate experience preferred
- Proficient in the use of Microsoft Word, Outlook, PowerPoint and Excel
- Excellent typing ability of at least 65 words per minute.
