Private Client Non-Profit Drafting Specialist/Practice Assistant (Legal Assistant/Secretary)

Stoel Rives LLP has an immediate opening for a Private Client Non-Profit Drafting Specialist/Practice Assistant in our Portland office. This position provides billable and non-billable administrative, drafting, and grants management support to nonprofit law attorneys in the corporate practice group. This position reports to the Practice Assistant Supervisor. The ideal candidate will possess strong communication and writing skills, be highly organized and detailed oriented, and be excited to dive in and learn about nonprofit law and the legal issues the firm’s nonprofit clients navigate.   

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Legal Document Preparation and Filing

Revise, proofread, and format legal documents for all stages of the nonprofit life cycle, from nonprofit formation, to tax-exemption, to merger, to dissolution, under attorney supervision; organize information and aid attorneys by producing accurate and timely work product; coordinate filings for tax-exempt organizations, including state registrations and IRS applications for recognition of tax exempt status; draft governance documents, policies, and procedures; and input data and generate documents via a document assembly program.

Rose Tucker Trust Administration

Manage two-month grant cycle for the Rose E. Tucker Charitable Trust, a grantmaking foundation whose trustees are two firm attorneys; communicate with grant applicants to obtain additional information for applications; process grant applications using Blackbaud Grantmaking software; prepare application materials for trustee review for five to six annual trustee meetings; prepare declination letters and approval letters conveying trustee decisions regarding grants; request and handle grant checks from bank; prepare meeting minutes following each trustee meeting; modify instructions as needed regarding administration of grants.

Timekeeping and Billing

Enter, proofread, and close time on a daily basis, adhering to timekeeping rules; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and coordinate mailing of client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.

Client Service

Communicate with clients, prospective clients, professional advisors, outside counsel, and others via phone and email; assist as a witness and/or notary for client document signing meetings; work with clients to obtain signatures on legal documents, including regular follow up; track outstanding items needed from clients, and follow up as needed; and schedule client meetings.

Teamwork

Work with and provide coverage for other practice assistant team members during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; participate in team meetings; maintain status notes in shared resources.

Word Processing

Type correspondence and legal documents; revise documents from handwritten drafts or notes; apply track changes, formatting, and styles; proofread, format, edit, label, and redact documents; and produce redline comparison using document comparison software.

File and Document Management

Scan, copy, fax, print, and organize documents; request and review conflict reports; collect information needed for new business intake; open new clients and matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website; ensure key documents, emails and attachments are saved in document management system according to protocols.

Process Improvement

Work with the members of the nonprofit group and other firm administrative departments on process improvement efforts, including updating templates and preparing checklists, and knowledge management related to clients.

Other Administrative Support

Maintain attorneys’ calendars and track important dates and deadlines; review documents and correspondence for important deadlines and information; maintain contact lists, including coordination of nonprofit client and contact database; schedule meetings and coordinate reservations for conference rooms and lunches; answer phone calls and relay phone messages; arrange travel; and comply with firm policies, including confidentiality, insider trading issues, etc.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

Technical Knowledge

• Proficiency in common office software, including Microsoft Office products, such as Word, Excel, PowerPoint, Outlook, and OneNote, and Adobe Acrobat
• Experience with law firm software, such as iManage, Chrome River, Contract Express, Carpe Diem, Aderant, Intapp, Box, and InterAction is preferred

Physical/Mental Capabilities

Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.

EDUCATION & EXPERIENCE

High school diploma or GED equivalent required.  At least three years of experience providing legal administrative support or nonprofit administrative support or a combination of related work experience and a college degree or certificate in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience.  Basic understanding of accounting preferred.

NORMAL WORK HOURS

This position is non-exempt and eligible for overtime compensation.  Scheduled hours for this position are Monday through Thursday, 8:30 a.m. to 5:00 p.m. Overtime may be required on occasion.

How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!

The pay range for this position is $54,000 - $90,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.

In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee’s retirement plan.

Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.

We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives’ DE&I goals, including the aggressive metrics-based goals we’ve adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm’s leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.