Professional Assistant

Responsibilities

• Provides general administrative support including, but not limited to, managing attorney’s Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail and managing client matter files and folders;
• Maintains and monitors workrooms to ensure files are in compliance with our Records policy;
• Coordinates with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage and not to Outlook folders, drives, etc.
• Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately.
• Works with attorneys and team members to utilize technology to promote less paper in the workplace.
• Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation;
• Drafts transmittal letters and standard memoranda;
• Reviews and proofreads all outgoing materials;
• Performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards.

Qualifications

• Education: High school diploma or equivalent required. College degree preferred.
• Experience: Minimum three years’ overall legal secretarial experience (or work equivalent) required. Prior law firm experience preferred.
• Has an in-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities including, but not limited to, word processing, document management, file management, spreadsheets, calendaring, and time management.
• Proficiency in Microsoft Office and PDF required. Proficiency in iManage and other firm software applications preferred.
• Fundamental accounting aptitude, proficiency with accounting software and experience in interpreting and analyzing client accounting reports preferred.
• Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work and pay strict attention to detail.
• Excellent communication skills. Spelling, punctuation and use of grammar must be of high quality.
• Ability to exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multiple task oriented.
• Ability to work under pressure and maintain flexibility regarding work assignments.
• Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions.
• Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage.
• Ability to sit or stand for extended periods of time.
• Ability to receive and convey detailed information through both written and oral communications.
• Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds.