Supporting Administrative Assistant Jobs

In a fast-paced team atmosphere, provide supporting administrative and secretarial support to team of three legal administrative assistants, under general supervision and according to established policies and procedures. Maintain positive contact with coworkers and observe confidentiality in all client and firm matters.
General Position Responsibilities

• Assist with billing as requested.
• Proofread and edit documents for grammatical, typographical, and spelling errors. Carry out instructions from verbal and/or handwritten materials.
• Assist with compilation of tax information for preparation of tax returns and assist with all related communications, mailings, and filings.
• Receive, screen and route incoming telephone calls and messages promptly. Assist callers and respond to inquiries when appropriate.
• Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, ordering meals and beverages, preparing materials and occasionally greeting clients.
• Set up, organize and maintain firm physical and electronic files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested.
• Assist attorneys and legal administrative assistants in performing other secretarial functions as requested or needed.
• Perform other functions as requested or needed.
• Employ firm applications efficiently and effectively to process work.
• Work collaboratively with others across the firm.
• Assist with financial statement data entry and regular input to trust information database.
• Copy, organize, and mail client estate planning binders.
• Scan and save documents in document management system.
• Serve as a witness to client document signings
• Sort, date stamp, and distribute incoming and outgoing mail promptly. Open and review materials as directed.
• Assist with a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.

Knowledge, Skills, And Abilities Required

• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.
• Strong problem solving skills.
• Ability to type at a level of 65 wpm with less than 5% errors.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.
• Occasional ability to work more than 37.5 hours when required to complete specific projects or tasks.
• Excellent written and oral communication skills.
• Ability to learn quickly and adapt to changing computer applications.
• Ability to pay close attention to detail to ensure the highest quality work product.
• Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint preferred.
• Strong organizational skills.
• Friendly and professional demeanor.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including maintaining positive contact with clients, attorneys, legal administrative assistants, and other co-workers.
• Demonstrated ability to be a team player. A can-do attitude.
• Occasional lifting and moving of file boxes to/from storage areas on same floors and different floors.
• Strong time management skills. Ability to organize and prioritize numerous tasks received from multiple individuals and complete them under time constraints.

To apply, please submit your cover letter and resume to Heather Higgins at [email protected].