Legal Administrative Assistant

Job Description Summary:

Job Description:

What you would do:

• This dedicated LAA role will provide a full range of legal administrative support to one attorney in our product liability & mass torts practice group:
  • Accurately and timely enter and/or close assignment timesheets 
  • Schedule meetings, conference calls and make travel arrangements
  • Develop ongoing task list, track deadlines, and provide reminders to assigned attorney
  • Assist with e-mail management – review and organize e-mails, flag priority e-mails and file them appropriately
  • Draft, review and manage legal documents and correspondence to ensure accuracy and compliance
  • Manage CLE requirement and deadlines
  • Assist with client relationship management
  • Coordinate the client billing process
    • Assist with proforma review, budget tracking, billing, invoicing and financial tracking
    • Work in tandem with the team’s billing coordinator and the firm’s Finance department to ensure billing is promptly processed and collected
• Partner with key firm stakeholders to assist attorney with business development opportunities, event coordination, and to ensure client needs are met in a timely manner.
• Efficiently utilize all necessary firm/practice group software (Intapp Billstream, Chrome River, conflicts/matter opening software, iManage, Outlook, Word, Excel, etc.)
• Other administrative tasks, as assigned

What is expected:

• Dedicated Support Partnership. This role will work closely with an individual partner within the firm with a fast-paced and high-demand schedule. The ideal candidate will embrace a dynamic, fast-paced environment in which they are trusted to take on executive-level support responsibilities. Additionally, the ideal candidate will possess high EQ, the ability to prioritize, outstanding communications skills, presence and the ability to work exceedingly well with others across the firm while forming strong relationships – and representing both the attorney and the firm excellently.
• Administrative Support. Plan and implement projects of varying complexity (assemble documents, create presentation materials, coordinate with others around events); plan to minimize avoidable last-minute scrambles; take initiative and responsibility for work product and outcomes; track results to ensure completion of goals and projects; draft correspondence and documents as needed.
• Manage and optimize schedule. Manage assigned partner’s schedule to make the most of available time; proactively look for efficiencies (when booking travel or meetings for example); protect time for deep work and unexpected events; exercise good judgment to prioritize what matters most. Additionally, candidate must have willingness to be flexible with their time and adjust to a changing work environment.
• Communications. Communicate frequently with assigned partner to ensure alignment on priorities; develop relationships and communicate effectively with people within and outside of the firm; proofread documents and generally pay close attention to detail to minimize avoidable mistakes. Diligently monitor, maintain, review, and respond to client-specific communication with meticulous attention to detail.
• Client Relationships. Coordinate meetings with clients including related travel and communications; collaborate with client development & marketing team members for optimal meeting preparation; prepare draft client thank-you letters, reports and other follow up items.
• Filing and Retrieval. Maintain  up-to-date and efficient filing and organizational systems to ensure fast and accurate retrieval of needed information and to avoid inefficiency; ensure the proper storage and destruction of obsolete confidential materials.
• Judgment and Discretion. Exercise good judgment in performing responsibilities, including taking initiative and asking for direction or clarification as appropriate; handle confidential and sensitive information using good judgment and taking needed steps to prevent unauthorized disclosures; ability to work independently, organize and accurately prioritize work, be detail-oriented, understand when urgency is required and use good judgment in varied situations.
• Practice Support. Build effective relationships with the key departmental management across the firm with an eye towards leveraging firm resources effectively; collaborate effectively with others in the firm; demonstrate comfort with ambiguity and frequent changes in needs and priorities; remain calm and focused to exercise good judgment in challenging situations.

What we offer:

• Flexible hybrid working environment for work-life success
• Opportunity to participate in firm-sponsored volunteer events
• Wellness programming with personalized content and activities
• Professional environment and the opportunity to work with experts at the top of their fields
• Variety of health plan options, as well as dental, vision and 401(k) plans
• Generous paid time off

What is required:

• 3+ years of legal administrative or executive administrative experience, preferably with experience supporting a C-suite executive or executive partner. Those without this experience will be considered but should be able to clearly demonstrate their ability to work in the role described
• Strong technical capabilities – and ability to quickly learn and adapt to new technology
• Minimum of high school graduation; business school, paralegal certificate or related professional legal secretarial degree preferred
• Experience in an Am Law 100 or Am Law 50 firm preferred
• Proficiency in Microsoft Outlook, Word and Excel
• While individual will initially work with a singular partner, this role, over time, may take on additional lawyers

Apply now if you are ready to join the Faegre Drinker team!