Lawyer Support Assistant

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Lawyer Support Assistant
The candidate will take direction from and operate in support of a designated group of attorneys in the performance of a variety of administrative duties as assigned. Receive assignments from associates, lawyers, and paralegals and perform tasks as requested; update requestor regarding receipt and status of tasks/projects, and consistently meet agreed upon deadlines. Proactively keep abreast of firm resources, contacts and subject matter experts to provide alternative solutions when a request cannot be fulfilled via the Firmwide Attorney Support Team or can be fulfilled more efficiently through an alternative resource. Input attorney time into the WebTime time entry program. Educate timekeepers about appropriate time entry requirements and standards. Prepare attorney and paralegal expense reimbursements and process client-related vendor invoices for payment. Sort, open, prioritize and route incoming mail. Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express. Coordinate messenger pick-ups and deliveries when necessary. Coordinate attorneys’ firm and client-related meeting set-ups, including but not limited to conference calls, zoom meetings, and in-person meetings. Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook. Perform document conversions, i.e., PDF to Word, etc.. Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls. Coordinate prints, scans, and duplicating projects with Digital Document Services. Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency. Perform other related duties, special projects, and assignments as required. Assist other secretaries in back-up support and vacation coverage. Assist with the preparation of presentation materials for firm and client audiences. Prepare correspondence, memoranda and legal documents, such as summonses, complaints, motions, subpoenas from various sources of origination (handwritten, typed copy, electronic copy, tape transcription, etc.). Finalize legal briefs including ensuring styles are consistent throughout and preparing Table of Contents and Table of Authority. Redlining Documents. College degree is preferred or equivalent work experience. LTC4 or Microsoft Office Specialist (MOS) certification is preferred. Should be proficient in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).

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