Assistant

Essential Job Duties & Responsibilities 

• Answer multiple phone lines; screen and direct calls as appropriate 

• Help new attorneys navigate the firm’s departments and resources (“go-to” person) 

• Maintain calendars, contacts and working group lists, schedule meetings, and arrange conference/teleconference calls 

• Receive assignments and perform tasks as requested; provide updates regarding receipt and status of tasks/projects and consistently meet agreed upon deadlines 

• Assist with the maintenance and management of physical and electronic files 

• Create, revise and proofread letters and various legal documents 

• Create and maintain attorney files in both print and digital formats 

• Support attorneys in all aspects of client onboarding 

• Make arrangements for travel, transportation and accommodations via Internet and/or through the Firm’s travel department 

• Coordinate with Conference Services when scheduling meetings for room reservations, food/beverages, and audio/visual equipment needs 

• Prepare and process client bills, working closely with Billing department 

• Process expenses through Firm expense application (Chrome River) 

• Prepare attorney diaries through Firm diary application (Intapp) 

• Assist other Assistants with workflow and back-up support, as needed 

• Provide backup coverage for Reception and other departments, as needed 

• Perform other duties as assigned 

Education  

• High School diploma or GED equivalent  

Preferred 

• Associate’s degree preferred 

Skills and Experience 

• Ability to effectively present information verbally and in writing 

• 1 to 2 years of secretarial experience in an office environment  

• Ability to type 50+ wpm; skilled typing ability and knowledge of personal computers, software, and related applications and systems  

• Proficiency in MS Word  

• Basic math skills: addition, subtraction, multiplication, division  

• Strong attention to detail 

• Must be able to work collaboratively in a team environment 

• Ability to use diplomacy and discretion in relaying information 

• Can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high pressure environment 

Preferred 

• Basic knowledge of MS Excel and PowerPoint preferred 

Physical Demands ( to perform essential job functions) 

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are only occasionally and all other sedentary criteria are met. 

• Sitting: Remaining in the seated position, particularly for sustained periods of time 

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another 

• Lifting: Raising objects from a lower to a higher position or moving objects horizontally 

• Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder 

• Pulling/Pushing: Using upper extremities to exert steady force upon an object so that the object moves toward or away from the force 

• Bending/Stooping/Kneeling/Crouching: Bending body downward and forward by bending legs and spine, or by bending legs at knees 

• Reaching: Extending hand(s) and arm(s) in any direction 

Work Environment 

The worker is not substantially exposed to adverse environmental conditions as in typical office or administrative work (normal light, air and space in the work environment)