Administrative Assistant – Staff Attorney Group

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

The Staff Attorney Administrative Assistant will work as a member of the Business Center team and have as its primary focus the provision of support and organizational structure to Reed Smith’s Staff Attorneys and the Director of the Staff Attorney practice group. This position is responsible for providing support and organizational structure to Reed Smith’s Staff Attorneys and the Director of the Staff Attorney practice group. The position is responsible for the accurate completion of work assigned by multiple timekeepers, including litigation support functions, court filings and legal calendaring; ; scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, and calendar maintenance. Also responsible for maintaining various lists including client/matter numbers, name, address lists and marketing mailing list. This position requires the ability/skills to draft communications, proficiently work with numerous applications (Word, Outlook, Excel, Adobe), and interact with personnel from local and other offices/departments. Strong organizational and time management skills are a must in support of this 30+ member Group; ; this position will, as a secondary focus, also help support other attorneys sending work to the Busines Center for administrative support, being responsible for the same tasks as noted above.

Essential Functions

• Makes travel arrangements utilizing the firm travel agency.
• Maintains accurate and up-to-date databases such as name/address lists, client/matter numbers; marketing databases such as the firm’s global CRM system; and legal document service lists.
• Follows firm procedures to open new business following established New Business Intake procedures.
• Calendars/Schedules appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances.
• Must effectively and efficiently multi-task, organize, prioritize and accurately produce work assignments for multiple attorneys simultaneously.
• Sends copies of all appropriate dates to firm Central Docketing Department and works to ensure that all dates recorded are accurate; inputs relevant entries in attorney’s Outlook calendar.
• Performs any other administrative tasks as may be assigned by the attorneys or Director.
• Prepares e-filings and court pleadings in federal and local courts.
• Performs administrative functions such as opening new matters, preparing check requests for vendor statements, expense reports and other administrative tasks.

Job functions included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job functions at any time.

Requirements

Education: College degree or comparable experience preferred.

Experience: 2+ years previous experience as a legal secretary or administrative assistant for a legal services provider. Familiarity with court rules, procedures, calendaring requirements is strongly preferred.

Skills: Strong organization, time management and administrative skills. Ability to read and write routine office correspondence, pleadings and forms; perform non-complex arithmetic calculations at a level normally acquired through high school or the equivalent when verifying calculations on forms and documents and when maintaining records and files. Ability to organize and prioritize workload. Ability to use good judgment in decision making and take initiative in anticipating needs. Proficiency and high level of use with: (1) Microsoft Office Word, Excel, PowerPoint, including but not limited to using styles and formatting tools in word, creating black lines, inserting excel charts into word and powerpoints, (2) Adobe Acrobat, including creating, merging, and extracting PDF documents, and (3) document management systems. Proficient with advanced functions of Microsoft Office including Word, Excel, and Outlook.

Other

Supervisory Responsibilities: None

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Typical Physical Demands: Manual dexterity sufficient to operate standard office equipment.

Typical Mental Demands: Able to work effectively in a fast paced environment. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Working Conditions: This role is fully remote. The ideal candidate will be physically located in the eastern time zone of the United States.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.