Legal Administrative Assistant

Position Summary
This role supports the members of the Litigation Practice Group and coordinates all aspects of litigation matters from initial intake through final disposition. This position is based in the Portland, Maine office.

Responsibilities

• Assist with presentations at trials, depositions, hearings, and other court proceedings.
• Attend client meetings and phone calls and prepare summaries
• Draft, proofread, and edit documents for grammatical, typographical, and spelling errors. Ability to create a Table of Contents and/or Table of Authorities as needed.
• Manage schedules, including maintaining calendar of meetings and business trips, gathering and preparing necessary materials in advance of commitments, and otherwise coordinating schedule obligations.
• Receive, screen, and route incoming telephone calls, conference calls, and messages to attorneys, clients, and staff promptly.
• Sort, scan, and distribute incoming and outgoing mail promptly upon receipt. Open, review, and calendar pleadings and materials as directed.
• Coordinate conferences, meetings, appointments, and depositions for attorneys and clients including conference room scheduling, meals, beverages, preparing materials, and greeting clients.
• Prepare bills monthly and distribute to other attorneys for review as needed. Edit and finalize bills to ensure accuracy.
• Set up, organize, and maintain firm files in electronic and/or paper form.
• Perform a variety of administrative functions, including submitting conflict checks, processing new matter reports, drafting engagement letters, calendaring deadlines on firm’s electronic database, preparing attorney expense reimbursements, tracking attorney CLE credits and bar registrations, etc.

Knowledge, Skills, and Abilities Required

• Bachelor’s degree or equivalent professional work experience.
• 2 years of administrative assistant work experience preferred.
• Excellent written and oral communication skills.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys, and coworkers.
• Strong technical aptitude. Intermediate Microsoft Word, Excel, Adobe, Teams, and PowerPoint skills required, with advanced skills preferred.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to perform online research (for the background of a case, parties involved, individuals’ addresses, etc.).

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.