Pierce Atwood LLP seeks an experienced legal administrative assistant to join our Business Practice Group.

Job Summary
Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys, paralegals, and other support staff members. Maintains positive contact with client and co-workers and observes confidentiality in all client and firm matters.

Responsibilities

• Proofread and edit documents for grammatical, typographical, and spelling errors. Finalize and distribute to clients, attorneys, and staff. Ensure deadlines are anticipated and met.
• Track and assist with completing documentary and administrative matters to be completed in connection with transactional matters; prepare and compile closing binders in connection with transactional matters.
• Receive, screen, and route incoming telephone calls, conference calls, and messages to attorneys, clients, and staff promptly. Assist callers as appropriate in attorney’s absence. Refer callers to other attorneys and respond to inquiries when appropriate.
• Sort, scan, distribute, and file incoming and outgoing mail promptly upon receipt several times a day. Open and review materials as directed.
• Edit correspondence, documents, memoranda, and project work in the production of legal documents. Carry out instructions from tapes, verbal, and/or handwritten materials. Compose routine correspondence for attorney signature.
• Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparing materials, and greeting guests. Coordinate seminar registration and travel arrangements, securing air, hotel, and car reservations for attorney and clients.
• Track compliance with continuing legal education requirements and report same to appropriate authorities.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance.
• Review, edit, and finalize bills to ensure accuracy.
• Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• Set up, organize, and maintain firm files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files, or finish files as appropriate.
• Coordinate mass mailings, including filings with state and federal courts.
• Perform a variety of administrative functions including processing new matter reports, preparing expense reports, updating closing binders, etc.
• Use firm software applications efficiently and effectively.
• Work collaboratively with others across the firm to meet the needs of attorneys firmwide.
• Follow up on requests made by attorneys, paralegals, and clients.
• Assist other attorneys or staff in performing secretarial functions as requested or needed.
• Perform other functions as requested or needed.

Knowledge, Skills and Abilities Required

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys, and co-workers.
• Expert proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
• Demonstrated ability to be a team player with a can-do attitude.
• Strong problem-solving skills.
• Ability to anticipate needs of attorneys and paralegals.
• Excellent written and verbal communication skills.
• Close attention to detail to ensure the highest quality work product.
• Ability to work independently and locate information online, through the courts, and from other public sources.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to proofread typed materials for contextual grammatical, typographical, and spelling errors.
• Ability to work more than 37.5 hours when required to complete specific projects or tasks.
• College degree or equivalent.
• Three to five years relevant law firm experience a plus.

To apply, please email your cover letter and resume to Maria Howson at mhowson@pierceatwood.com.