Private Wealth Legal Assistant (Practice Support Team Specialist)

The Practice Support Team Specialist (Private Wealth Legal Assistant) is responsible for providing point of contact administrative support to assigned attorneys within our Private Wealth Practice Group. Successfully managing multiple projects and priorities including delegating specific duties to other teams. Works in a Practice Support Team of Specialists, sharing overflow responsibility and support to all timekeepers assigned to the team. Communicates effectively, courteously, and professionally with clients, visitors, staff, and timekeepers. Demonstrates executive level attention to detail, good grammar, spelling, and proofreading, as well as strong technical and organizational skills. This position will work onsite 4 days per week with 1 day working from home.

Responsibilities

• Coordinates all workflow for assigned attorneys, delegating specific task to other teams, including follow up and quality control.

• Prepares documents: Types, transcribes, revises, and proofreads legal documents accurately, prioritizes assignments, and meets specific deadlines on projects.

• Coordinates schedules: Assists in coordinating timekeeper calendars, and meeting arrangements. Makes travel arrangements and prepares itineraries.

• Coordinates accounting administrative functions: Coordinates client billing matters, prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.

• Processes new client/matter intake: Prepares and processes new matter forms, requests conflict checks, and opens new files.

• Processes mail: 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. Coordinates activities with the Workplace Services or Administrative Resource Team as needed.

• Provides general administrative support: Maintains attorney contacts, tracks requirements and activity related to CLE and memberships.

• Works collaboratively in a team: Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness.

• Effectively uses team software to log and manage workflow.

• Shows proficiency in Private Wealth law, supporting our Private Wealth practice group: e-filing, calendar coordination, document edits, and pleadings.

• Other: Operates office equipment including PCs, printers, phones, copiers, facsimiles and typewriters. Copes successfully with demands from timekeepers, remaining calm under pressure. Conducts all business in a confidential manner.

• Other duties as assigned.

Minimum Position Requirements

• High School Diploma or GED.

• 3-5 years of legal experience.

• Ability to provide excellent customer service.

• Ability to demonstrate excellent client communication skills.

• Strong organizational skills.

• Ability to work well both independently and within a team.

• Minimum typing speed of 60 wpm.

• Proficiency in Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.

• Proficiency in Adobe Acrobat.

Preferred Position Requirements

• 2-year degree.

• 3-5 years of legal experience with a heavy focus on Private Wealth.

• Previous transcription experience.

• 1-3 years of experience as a high-level executive assistant.

• Experience managing a busy executive calendar.

• Strong skills in process and information management.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position. Please reach out to our HR team to request an accommodation.Please include a cover letter and resume when applying.