Construction and Design Practice Assistant; Legal Assistant​/Secretary

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Legal Document Preparation and Filing – Prepare template/shell pleadings, contracts, and other legal documents; coordinate document production; revise, finalize, file and serve pleadings; and coordinate preparation of attorney and court working notebooks.
• Word Processing – Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice‑mail messages and attorney dictation; and compare documents using document‑comparison software and produce redline comparison.
• Timekeeping and Billing – Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track pro‑formas and client invoices; manage complex pro‑formas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting; and process expense reports and invoice disbursement requests.
• Client Service – Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in‑person meetings and hearings; and coordinate client holiday cards and gifts.
• Teamwork – Work with and provide coverage for practice assistant team during heavy workload or absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with technology or firm procedure questions; and participate in team meetings.
• File and Document Management – Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document‑management system and hard‑copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file‑sharing website.
• Other Administrative Support – Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; prepare PowerPoint presentations; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; report CLE credits; prepare and submit expense‑approval requests; answer phone calls and relay messages;
  
  arrange travel; update and maintain practice‑group page on intranet; and comply with firm policies, including confidentiality and insider‑trading rules.

• Maintain confidentiality of PII, PHI, and attorney/client privileged information.
• Prioritize daily responsibilities and special projects, readjusting priorities as they shift.
• Coordinate resources to meet deadlines.
• Perform multiple tasks in a high‑pressure, fast‑paced environment.
• Remain calm, courteous, and professional at all times.
• Be a constant learner, flexible, proactive, efficient, and resourceful.
• Take initiative, follow through, solve problems, and work independently as well as in a team.
• Maintain prompt, regular, and predictable attendance.
• Demonstrate strong organizational, grammatical, and proofreading skills and attention to detail.
• Exhibit outstanding interpersonal and client‑service skills.
• Communication: clear, effective, and professional verbal and written English; fluent reading, writing, and verbal communication in English.
• Technical: type 60+ wpm; proficiency in Microsoft Office; electronic court‑filing experience required; familiarity with law‑firm software such as iManage, Adobe Acrobat, Emburse, Carpe Diem, Aderant billing and financial tools, Intapp, Rendezvous, Westlaw Next, West Check, Box, Workshare Compare, Metadata Assistant, and Inter Action is preferred.
• Physical/Mental: operate telephone, computer, photocopy equipment; read and comprehend handwritten and typed notes; type on a keyboard for extended periods; accurately proofread; deliver phone messages; carry files and binders for short distances.

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