Administrative Assistant

JOB SUMMARY

The Administrative Assistant role will be a hybrid of administrative tasks and support for the Client Development team. This opportunity will require a heavy focus on status tracking for current and prospective clients, to be carried out with the highest level of discretion. They will prepare and maintain spreadsheets and online databases, capture meeting minutes and maintain the client development calendar. They are also responsible for managing various administrative tasks such as providing meeting and travel scheduling/planning support and ensuring team operations run smoothly.

The ideal candidate has previous legal support experience, is eager to engage with their colleagues and clients and demonstrate excellent communication skills. They have proactive organizational abilities, a high level of attention to detail, a service-minded, problem solving mentality and provide seamless office support to staff as well as current and prospective clients.

DUTIES & RESPONSIBILITIES

Client File Management

• Assist attorneys in by organizing and maintaining client files, documents, and correspondence.
• This involves creating and updating CRM databases and ensuring all necessary materials are readily accessible.

Software and Database Management

• Utilize digital files and project management databases for document management, tracking, and timekeeping purposes.
• Proficiency in relevant software applications, such as Asana, Monday and the Microsoft Office suite of programs.

Document Preparation

• Prepare and format documents such as letters, short template agreements and retainers.

Communication and Correspondence

• Draft and proofread correspondence, including letters, emails, and memos, on behalf of attorneys.
• Communicate with clients and other parties involved in the business development process.

Calendar Management

• Maintain attorneys’ calendars, schedule appointments, and arrange meetings.
• Coordinate with clients and other parties to ensure everyone’s availability and participation.

Billing and Timekeeping

• Track attorneys’ billable hours and expenses related to client marketing matters.
• Prepare invoices, review billing statements, and ensure accurate and timely submission to clients.

Administrative Support

• Perform general administrative tasks, including answering phone calls, managing office supplies, maintaining files and records.
• Ability to assemble binders, pamphlets, pitchbooks.
• Coordinating travel arrangements for as needed.

QUALIFICATIONS

Education and Certifications

• A high school diploma or equivalent is required.
• Associate or bachelor’s degree in paralegal studies or a related field preferred.

Legal Knowledge

• A minimum of 1 year of legal support/administrative experience is preferred.

Administrative Skills

• Excellent organizational and time management skills are necessary to handle multiple tasks and prioritize assignments effectively.
• Attention to detail is crucial for proofreading legal documents and maintaining accurate records.
• Strong typing skills (60 wpm).
• Proficiency in relevant software applications, such as Asana, Monday and the Microsoft Office suite of programs.

Communication Skills

• Clear and effective written and verbal communication skills are vital.
• You should be able to draft professional correspondence, communicate with clients and colleagues, and maintain confidentiality when handling sensitive information.

Working Conditions & Physical Requirements

• Typing and Data Entry: Adept with the use of computers to manage schedules, financial records, and communications. Making frequent use of a computer monitor, keyboard and mouse, which can require good hand-eye coordination and finger dexterity.
• Organizational Tasks: This may involve organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
• Sitting for Extended Periods: This role will require someone to often spend long hours sitting at a desk, answering phones, and managing paperwork.
• Standing: Sometimes, they may need to stand while greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
• Walking: Moving around the office to deliver messages, handling tasks, assisting with meeting support, coordinating with other employees and visitors.
• Light to Moderate Lifting: This role may need to lift items on frequent basis such as:
• Office Supplies: Boxes of paper, files, office materials, typically weighing 10-30 pounds.
• Equipment: Small office equipment, ranging from 10-30 pounds.
• Packages, Food/Catering deliveries as needed.

Equal Opportunity Policy Statement

Scott+Scott Attorneys at Law LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Contact

Emily Turner, Director of HR, [email protected]