Jobsxl - Jobs in USA

In a fast-paced team atmosphere, provide supporting administrative and secretarial support to team of three legal administrative assistants, under general supervision and according to established policies and procedures. Maintain positive contact with coworkers and observe confidentiality in all client and firm matters.

General Position Responsibilities:

• Scan and save documents in document management system.
• Copy, organize, and mail client estate planning binders.
• Serve as a witness to client document signings
• Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, ordering meals and beverages, preparing materials and occasionally greeting clients.
• Proofread and edit documents for grammatical, typographical, and spelling errors. Carry out instructions from verbal and/or handwritten materials.
• Receive, screen and route incoming telephone calls and messages promptly. Assist callers and respond to inquiries when appropriate.
• Sort, date stamp, and distribute incoming and outgoing mail promptly. Open and review materials as directed.
• Assist with billing as requested.
• Assist with financial statement data entry and regular input to trust information database.
• Assist with compilation of tax information for preparation of tax returns and assist with all related communications, mailings, and filings.
• Employ firm applications efficiently and effectively to process work.
• Set up, organize and maintain firm physical and electronic files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested.
• Assist with a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
• Work collaboratively with others across the firm.
• Assist attorneys and legal administrative assistants in performing other secretarial functions as requested or needed.
• Perform other functions as requested or needed.

Knowledge, Skills, and Abilities Required

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including maintaining positive contact with clients, attorneys, legal administrative assistants, and other co-workers.
• Demonstrated ability to be a team player. A can-do attitude.
• Friendly and professional demeanor.
• Strong problem solving skills.
• Strong organizational skills.
• Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint preferred.
• Excellent written and oral communication skills.
• Ability to pay close attention to detail to ensure the highest quality work product.
• Strong time management skills. Ability to organize and prioritize numerous tasks received from multiple individuals and complete them under time constraints.
• Ability to learn quickly and adapt to changing computer applications.
• Ability to type at a level of 65 wpm with less than 5% errors.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.
• Occasional lifting and moving of file boxes to/from storage areas on same floors and different floors.
• Occasional ability to work more than 37.5 hours when required to complete specific projects or tasks.
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.
• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).

To apply, please submit your cover letter and resume to Heather Higgins at [email protected].