Legal Practice Assistant

Responsibilities

• Type, transcribe and revise all communications and legal documents including memoranda, correspondence, legal documents for court filings, charts and tables using various word processing software
• Prepare and submit electronic filings in federal and state courts
• Proofread all work for typographical and grammatical purposes
• Provide litigation support as needed, including legal documents prepared for filings and submissions, hearing and exhibit preparations, coordinate court reporters, prepare courtesy copies of pleadings, and other support tasks as needed
• Maintain attorney’s calendar; support advance meeting preparation, follow-up as needed and confirm various meetings throughout the workday
• Manage attorney phone calls, including receiving/screening calls and setting up conference calls via Microsoft Teams and other platforms as may be requested
• Participate in weekly meetings and manage the agenda and minutes
• Make travel arrangements for assigned attorneys
• Monitor emails for both self and attorney being supported (as requested by assigned attorney)
• Open, organize, prepare and maintain client and office files both in electronic and paper filing systems
• Use the Firm's docketing program. Enter all required scheduling and dates in the program
• Track, compile, organize, and submit expense reimbursements and vendor invoices into the firm’s finance database (Chrome River)
• Prepare and submit conflict checks and New Matter Intake Forms
• Prepare, proofread, and process engagement letters and other correspondence
• Assist with closing files per department protocol upon file conclusion
• Fill out, revise and/or update information for Status Reports and recurring client communications
• Cook up all details for client/guest meetings, including breakfasts, lunches, and dinners
• Aid in obtaining and reserving conference rooms for depositions and meetings, including confirming videoconferencing needs and attendee numbers

Qualifications

• Must have at least 5-7 years legal and/or executive secretarial experience
• Extensive and thorough working knowledge of software applications as tools to complete assigned tasks, preferably iManage/DeskSite/WorkSite, Word, PowerPoint, Excel, InTapp, Big Hand, Docket Enterprise, DTE, ChromeRiver
• Prior demonstrated experience with court electronic filings (federal and state).
• E-filing experience in the states of Illinois, California, New York, Florida, and/or Pennsylvania is a plus
• Proficient in advanced levels of Microsoft Outlook, Teams, Excel and Word and the use and application of Styles, Redlining, Adobe Pro and PDF Docs
• Typing skills of 60+ w.p.m.
• Detail-oriented with strong organizational skills and the ability to multitask and problem-solve
• Strong project management skills are required
• Outstanding written and verbal communications
• Must be able to interact with clients, attorneys, and staff professionally

About the role

The position is based in Philadelphia. The candidate will support the team’s Chair and Vice Chair in Chicago whose practice includes team members in California, DC, New York, Miami, and Philadelphia. The ideal candidate is team-oriented, an enthusiastic self-starter who can multitask under time constraints with exceptional attention to detail, take initiative, think strategically and independently, and interact professionally with clients and within all levels of the Firm.