File Assistant

Portland, Maine

Drummond Woodsum is seeking a full-time File Assistant to join our firm’s Facilities Department in our Portland office. This role is responsible for maintaining the firm’s physical and digital legal records and ensuring the security and confidentiality of sensitive legal documents in compliance with internal policies and legal regulations. The File Assistant will work closely with attorneys, management, and support staff to support efficient document management processes. Additionally, this role will serve as the primary backup to the firm’s receptionist, assisting with front desk coverage, interoffice mail runs, and additional duties as assigned.

Responsibilities include:

• Organize, maintain, and archive legal files in physical format and coordinate with the Director of Information Technology and Director of Facilities to manage digital file storage
• Retrieve and distribute files as requested by attorneys and staff
• Coordinate with offsite storage providers when necessary
• Conduct regular audits of stored documents to ensure accuracy and proper destruction of outdated materials
• Act as primary backup receptionist, covering daily lunch breaks, sick days, and PTO
• Receive, sort, and distribute mail, packages, and courier deliveries

Skill Requirements:

• Exceptional organizational skills and attention to detail
• Ability to work independently and manage multiple projects at once
• Strong ability to adapt quickly to new software and technologies
• Professional demeanor with a customer service-oriented mindset
• Problem-solving skills and ability to handle confidential information with discretion
• Ability to multitask and prioritize responsibilities in a fast-paced environment

At Drummond Woodsum we are committed to the growth and development of our employees. Our focus is geared toward fostering a culture where you can work with and learn from diverse individuals, explore and expand your capabilities, and are valued for the contributions and perspectives you bring. We’re committed to providing our team members with the support they need to thrive both personally and professionally, and we are proud to offer the following benefits:

• Insurance options, including domestic partner coverage, for health (either a co-pay-based plan or HSA with firm contributions), dental, and vision
• 401(k) plan with pre- or post-tax investment options and firm contributions
• Wellness support, including partnerships with SoulBeing, telehealth coverage, and on-site privacy rooms
• Life insurance coverage at 1.5x your annual salary, plus supplemental voluntary coverage available
• Leave plans, including paid parental leave, short- and long-term disability
• Firm involvement, including:
• Monthly firm lunch meetings to hear about all areas of the firm
• Committee participation, such as our Community Service Committee which organizes a drive every December and our public outreach week in July
• Social gatherings – 2024 included a field day BBQ, a holiday get-together, and our annual Halloween party for our families

For consideration, please submit your resume and cover letter by email to hr@dwmlaw.com. We look forward to hearing from you.

Applying for an Open Position

If you would like to apply for an open position, you enjoy a challenge, and would like to join our top-notch team, please submit your resume and letter of interest via e-mail to hr@dwmlaw.com. No phone calls, please. All inquiries held in the strictest confidence.

Drummond Woodsum offers a generous benefits package including your choice of medical/dental plans with wellness reimbursements, life insurance, short and long-term disability insurance, 401k/Profit Sharing plan, paid holidays, paid vacation, personal and sick time, on-site subsidized parking, longevity bonuses and more. We are committed to diversity and inclusion in our hiring practice and encourage qualified candidates of all backgrounds to apply for open positions.