Position Summary:
The Project Assistants are members of the practice support team and provide primarily administrative support to company personnel. This position provides a foundation for working within a law firm practice, and Project Assistants with experience, and growth of skills, could have an opportunity to move into a more senior role providing direct legal support for timekeepers.
Responsibilities:
- Assist with maintaining client files and records – both virtual and hard copy
- Answer, screen, and forward telephone calls; assist and provide information, as appropriate
- Proactively manage contacts in Outlook and firm's contact management system
- Make travel arrangements for attorneys and clients
- Schedule and coordinate conference calls, meetings and appointments, including conference room reservations, audio/visual equipment and food, as needed
- Enter tasks, dates and deadlines into the firm's docketing system
- Submit requests for invoice payments, checks, and expense reimbursements for the department and Trust Operations Department
- Create, edit, format and proofread documents
- Handle incoming mail (open, date stamp, virtually file and route)
- Assist with preparation and filing of court documents
- Make copies and scan document projects
- Assist with assembly of legal documents and tax filings
- Register attorneys for seminars, CLEs, and annual memberships
- Assist with filing, mailing and other projects
- Assist with tasks relating to the Trust Operations department including brokerage account downloading and check requests
- Assist with requests and projects across the company footprint as part of the Project Assistant Pool and the PCD team
- Perform other duties as assigned
Qualifications/Requirements:
- College education preferred
- Licensed state notary, or will complete the application shortly after hire at Firm expense
- Excellent technology skills, knowledge of Microsoft Office products, and ability to learn a number of firm and legal software applications
- Strong ability to communicate clearly and concisely, with tact and professionalism, in every medium of communication (in person, telephone, e-mail), with both internal and external constituents
- Ability to complete assignments with minimal supervision
- Excellent time management, organization, and multi-tasking skills
- Detail oriented; excellent proofreading skills
- Demonstrates excellent client service skills
- Willing and eager to undertake additional responsibilities and assist others when needed
- Ability to be reliable, flexible and adaptable in a variety of situation
