Tax Group Legal Administrative Assistant – Portland, ME

Job Summary
This Legal Administrative Assistant role supports the members of the Tax Practice Group and coordinates all aspects of tax matters. This position is based in the Portland, Maine office.

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.
• Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials, and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel, and car reservations for attorney and clients.
• Coordinate mass mailings, including filings with the state.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Assist attorneys with the review, edit, and finalization of client bills to ensure accuracy of input.
• Anticipate the business needs of the assigned attorneys; plans ahead and meets deadlines.
• 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 materials to be filed, file documents in proper files, and retrieve documents and files when requested.
• Perform a variety of administrative functions including processing new matter reports, preparing expense reports, tracking CLE credits, etc.

Knowledge, Skills and Abilities Required

• Two to three years relevant law firm experience.
• Bachelor’s degree preferred.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and coworkers.
• Demonstrated ability to be a team player. A can-do attitude.
• Strong technical aptitude. Advanced Microsoft Word skills required. Proficiency with Microsoft Excel, Outlook, PowerPoint, and databases.
• Excellent written and oral communication skills.
• Flexibility to work extended hours as needed.

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