Assistant

The Assistant (Legal Secretary) is responsible for providing high level administrative and client service support for assigned attorneys and Administrative Directors of the Firm by effectively managing day-to-day activities, the flow of information and maximizing their assignments time and productivity.

• Serve as the primary point of contact managing communications and correspondence with internal and external clients
• Answer multiple phone lines, screen, and direct calls as appropriate
• Utilize Outlook to maintain calendars, schedule meetings, and arrange conference/teleconference calls
• Coordinate travel, transportation, and accommodation arrangements through online platforms and the Firm's travel department
• Handle sensitive information with utmost confidentiality and discretion
• Support the planning and execution of practice group events and initiatives
• Collaborate with other professional staff to enhance overall operational efficiency
• Anticipate the needs of the assigned attorneys and provide proactive solutions to challenges
• Organize and coordinate meetings, ensuring all logistics are executed seamlessly
• Greet attorney’s clients and guests for meetings and appointments and ensure that all required materials are organized in advance
• Process expenses through Firm expense application (Chrome River)
• Prepare attorney diaries through Firm diary application (Intapp)
• Utilize various office equipment to transmit data, print, duplicate, fax and PDF
• Create and maintain attorney files using alphanumeric systems
• 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
• Create, edit, and proofread complex and practice-specific legal documents, forms, correspondence, ensuring accuracy and completeness. Provide backup coverage for other assistants and receptionists
• Perform other duties as assigned

• Proficient in delivering information effectively through both verbal and written communication
• Ability to type 50+ wpm, skilled typing ability and knowledge of personal computers, software and related applications
• Proficiency in Microsoft Word and Excel
• A proactive approach to problem-solving with a strong attention to detail
• Must be able to work collaboratively in a team environment
• High level of discretion and diplomacy in handling confidential matters and relaying information
• Skilled in organizing, prioritizing, planning, and multitasking work activities, with a proven ability to meet deadlines effectively in high-pressure environment

Preferred Skills

• 4+ years of legal or administrative experience, preferably in a law firm or professional services.
• Excellent interpersonal skills and a professional demeanor; ability to interact effectively with all levels of Firm personnel and clients/prospective clients of the Firm
• Strong written and verbal communication skills. Strong attention to detail with the ability to proofread written materials and presentations
• Ability to multi-task efficiently and effectively
• Demonstrated ability to work independently and collaboratively as part of a team
• Strong knowledge of Microsoft Office Suite and tech-savvy with the ability to learn new technologies
• Familiarity with collaboration tools such as Microsoft Teams, Zoom, etc.
• Possess sound judgment and discretion when handling confidential and sensitive information
• Flexibility and adaptability to handle changing priorities and deadlines

• Four-year college degree or related field preferred

DC Only: The estimated base salary range for this position is $100,000 to $120,000 at the time of posting.