Legal Practice Assistant

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Legal Practice Assistant
The candidate under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a fast paced, team-oriented environment. Supports multiple attorneys as primary assignments and also provides back-up secretarial assistance to others as assigned. Uses word processing and document management software, the Practice Assistant 3 prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group. Independently composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Prepares documents for e-filing as required. Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys. Prepares time entries for assigned attorneys and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville. Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Communicates effectively and professionally with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines. Provides “back-up” out-of-office assistance to the Office Administrator. Provides administrative support during complex client meetings. Takes notes; ensures smooth meeting transition; etc.. Assists with training new office staff. Mentors new office staff. Pilots new software. Travels to support opening of new offices. Oversees workflow coordination in larger offices. Special Projects as assigned – i.e., breakfast briefings, seminars. Should have 5+ years of experience as a litigation practice assistant/secretary – employment litigation experience is a plus. Typing skills of 70+ WPM is required.

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