Legal Administrative Assistant

Hinckley Allen is seeking a Legal Administrative Assistant to join our Real Estate team in our Providence, RI office. This position will perform a variety of administrative duties for attorneys and paralegals within the Real Estate department, and will be expected to maintain positive contact with clients, attorneys, and staff members.

Essential Duties and Responsibilities:

• Produces for review correspondence, memoranda, and other legal documents in a timely manner and with a high degree of accuracy by utilizing the most effective software solution available.
• Proofreads documents to ensure accuracy.
• Coordinates and handles the filing and retrieval of electronic information using the firm’s document management system.
• Screens phone calls, record messages and handles client inquiries in an appropriate and responsive manner.
• Reads, sorts and dates incoming mail; ensure that outgoing mail is handled in a timely and efficient process.
• Opens new files; requests conflict of interest checks; maintains all client and general files. Conducts periodic review of older files for possible storage. Prepares files to be closed.
• Schedules meetings for attorney(s) and establishes/maintains calendar and deadline reminder systems in Outlook.
• Processes bills; proofs billing sheets; reviews and edits bills.
• Records time into the firm’s accounting system accurately and in a timely manner.
• Actively participates as part of a team of legal administrative assistants providing coverage and/or backup coverage for other attorneys.
• Observes confidentiality of all client matters.

Knowledge, Skills and Abilities:

• High School diploma or equivalent required.
• Three to five years prior Legal Administrative Assistant experience required.
• Must be highly knowledgeable and skilled with real estate processes, deadlines and procedures, and court rules.
• Proficiency in current versions of Windows and the Microsoft Office Suite of products required; iManage document management system and Elite billing system.
• Strong written and verbal communication and attention to detail required.
• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 60 wpm.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to proofread and perform editing of typed material for grammatical, typographical, punctuation or spelling errors.
• Must possess strong interpersonal skills in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff and in order to provide information with courtesy and tact.

Hinckley Allen is an equal opportunity employer and makes employment decisions without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status.