Business Legal Practice Assistant

Perkins Coie is seeking a Legal Practice Assistant (Legal Secretary) in our Business practice. The Legal Practice Assistant will provide highly varied and complex administrative support with minimal supervision to designated lawyers, other legal practice assistants, paralegals, and the firm.

As a member of the Perkins Coie business professional support team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Legal Practice Assistant is expected to maintain the highest level of professional conduct and confidentiality.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

• Proactively maintain an overview of timekeepers’ workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
• Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy.
• Maintain timekeepers’ calendars of meetings and business trips using current software applications and apprise them of responsibilities in advance of commitment.
• File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
• Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and business professionals as required.
• Process and route incoming mail, faxes, and electronic communications upon receipt, as well as prepare outgoing mail (including boxes/packages for shipment) for prompt delivery and arrange for messenger services as needed to meet deadlines.
• Coordinate with docketing specialist, including reviewing docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements.
• Coordinate preliminary conflict checks with Professional Standards to ensure the lawyer and firm’s ability to represent the requesting party.
• Prepare new client/matter intake forms and engagement letters.
• Assist with the billing process, including entering, proofreading, spellchecking, and releasing daily time entries, distributing monthly pro formas, reviewing and editing prebills, and preparing final version with cover letter (if appropriate) in accordance with firm or department procedures.
• Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
• Coordinate client/lawyer/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room and visitor office scheduling, meals, preparation of materials, and arrangement with third parties if needed (e.g., court reporter/videographer).
• Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers.
• Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent).
• Create stock certificates and large shareholder/stockholder mailings/mail merges.
• Create closing bookmarked PDFs (for simple financings and amendments to reorganizations and mergers and acquisitions deals).
• Coordinate client events and receptions.

SPECIFIC SKILLS REQUIRED

• Ability to accurately type 70 wpm, communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups.
• Strong command of the English language, including excellent spelling, grammar, punctuation, form, and style.
• Good knowledge of personal computer and system utilities or other comparable document production software.
• Familiarity with basic office equipment.
• Exceptional organizational skills for prioritizing workload.
• Ability to compose correspondence.
• Working knowledge of state and federal courts and administrative agency rules, procedures, and deadlines.
• Thorough understanding of legal terminology and procedures pertinent to the area of assignment.
• Strong knowledge of Microsoft Word, Outlook, and Excel.

PREFERRED SKILLS

• Experience with iManage/FileSite/Interwoven and a document comparison program such as Litera Workshare is a plus.
• Notary certification is helpful.

EDUCATION AND EXPERIENCE

• Requires a high school diploma or equivalent.
• Previous law firm experience of 5 or more years or equivalent preferred.

At Perkins Coie, we look for self-motivated individuals dedicated to providing value and superior service and who have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals. 

This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. More information regarding benefits and programs may be found here. 

This position may be filled in the following location(s). The compensation depends on qualifications and experience.

Washington State compensation range: $53,590 to $85,740 annually.

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