Legal Assistant

• The firm operates on a hybrid schedule with the majority of their positions (3 days in, 2 days remote)

• Bonuses are discretionary on a year-to-year basis, but employees usually do receive them. Start date determines eligibility.

Position Summary:

The Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that successfully meets its business and client service objectives.  Providing support to timekeepers, the Legal Assistant is responsible for complex work that requires knowledge of corporate practice.  A successful Legal Assistant will perform administrative and client-specific work in a manner that supports  objective of distinguishing itself through exceptional service.  The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.  Responsibilities for this position may include those of a Project Assistant. 

Responsibilities:

• Provide comprehensive administrative support to the timekeeper, including calendar management, meeting coordination, and travel arrangements
• Anticipate and respond to timekeeper's needs, providing proactive support across a wide range of legal and administrative tasks 
• Type, edit, format and proofread a variety of moderate to complex documents, including using "Styles" within Microsoft Word, adding embedded hyperlinks, and creating automated Tables of Contents
• Independently perform full range of administrative support (full calendar management, travel arrangements, meeting facilitation, expense tracking and reimbursement submissions and monitoring of disbursement payouts in time-sensitive matters)
• File management and organization (both digital and paper).  Establish and maintain client, departmental, and administrative files and workspaces in a timely manner using established firm and department protocols for iManage and document naming conventions
• Delegate work to firm resources (e.g., Word Processing, IT Helpdesk) and review the results to effectively complete work assignments
• Assemble documents in preparation for client transactions and agency filing deadlines
• Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
• Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
• Manage and track administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
• Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
• Downloading documents to save in FileSite
• Create Share File sites for client matters with assistance from IT.
• Prepare electronic and hard copy mailings
• Leverage QuickLook to obtain financial and other information
• Basic Lexis and internet research, as needed
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
• Perform other duties and provide ad hoc support as required to ensure the effective operation of the timekeeper's practice and business unit 

Qualifications/Requirements:

• Minimum two to four years of legal secretarial experience
• Experience in handling a wide range of administrative tasks
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment 
• Ability to effectively manage conflicting priorities
• Excellent verbal, written, organization, analytical and interpersonal skills 
• Outstanding client service and decision-making skills
• Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
• Familiarity with procedures of courts and regulatory agencies
• Ability to work independently, with minimum supervision while also contributing to a team
• Demonstrates a high degree of professionalism, confidentiality, discretion and decorum 
• Responsiveness to client communications practices and client contacts with the Firm, timekeeper/client needs and follow-up where appropriate
• Good understanding of basic business relationships and client confidentiality principles
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint) with willingness to beceom proficient in Interaction, iManage, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Nuance PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
• Become familiar with firm information resources

Compensation & Benefits:

This position offers a compensation range of $80,000 to $90,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increase. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.