PURPOSE :
Robins Kaplan LLP, a national law firm, has an exciting opportunity in our Minneapolis location for an Administrative Assistant looking to grow their career in the legal industry. The Administrative Assistant provides support to Personal Injury and Medical Malpractice attorneys in the fulfillment of their responsibilities with the law firm. The position requires a high degree of professionalism, initiative, flexibility, and dependability.
WHERE YOU WILL WORK:
This role is designated for a hybrid work schedule with 3 days in office per week to facilitate collaboration with key stakeholders and 2 remote days per week.
ESSENTIAL FUNCTIONS :

• Maintains PI and Med Mal calendars
• Tracks incoming/outgoing materials; scans and files accordingly
• Stores documents in document management and file systems
• Coordinates meeting logistics, including attendee notifications, pre-/post-meeting correspondence, room set-up, and other needs as requested
• Coordinates work with support departments to ensure high-quality, service-oriented results
• Processes expense requests, submits reimbursements
• Manages travel reservations and prepares itineraries
• Submits membership/registration fees; tracks submissions
• Prepares memoranda, correspondence, and other documents
• Gathers, prepares, and distributes materials
• Proofreads materials for accuracy and completeness
• Maintains business and client contact information
• Provides back-up assistance to colleagues
• Monitors and manages phone, mail, and e-mail communications; prioritizes and responds appropriately
• Performs all other projects as assigned

KNOWLEDGE / SKILLS:

• Delivers outstanding client service with a can-do attitude
• Possesses strong verbal and written communication skills, including: spelling, grammar, and proofreading proficiency
• Uses initiative and independent judgment within established guidelines
• Prioritizes workloads appropriately
• Interprets data accurately and present information concisely
• Exercises discretion in handling confidential, controversial, or sensitive information
• Demonstrates high degree of professionalism
• Works well under pressure and within tight deadlines
• Word, Outlook, Excel, Powerpoint, and Adobe proficiency

EDUCATION & EXPERIENCE :

• Associate's or Bachelor's degree required.
• Experience as an Administrative Assistant preferred.
• Prior legal industry experience desired.

PHYSICAL DEMANDS :
Work is performed in a professional office environment and requires the following during the work day:

• Individual will interact regularly with others verbally, in-person, and via written communication
• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
• Ability to move/traverse about the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Repetitive movement (i.e. heavy computer/keyboard use)
• May require occasional light lifting (files, copy paper, etc.)

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE:

• Individual in this position will provide additional assistance and support as directed by his/her supervisor
• This job description is subject to change at any time

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.
At Robins Kaplan LLP, our commitment to diversity has been constantly renewed and revitalized since the founding of our firm in 1938. We recognize that the professionals we employ are our primary assets. Without skilled human resources, the legal advice and courtroom advocacy we provide to our clients is diminished. We are committed to advancing diversity by ensuring that fairness, respect and professional opportunity for everyone are integral to all of our recruiting, retention and promotion efforts. We believe that the diverse background of our people brings necessary and varied perspectives that enrich our practice of law. Those perspectives make us more than a diverse law firm; they make us a smart one.