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Executive Legal Assistant

3 months ago

Philadelphia, United States Atlantic Group Full time

Looking for an expert Executive/Legal Assistant to support a Firm Managing Director in Philadelphia. The ideal candidate will be smart, driven, proactive, highly organized, and motivated. Your role will be vital in ensuring the smooth operations of the office. This role requires experience in business and corporate law, including familiarity with legal documents, compliance requirements, and regulatory filings. If you’re the one for the job, we want to hear from you, so apply today.


Responsibilities:

  • Manage the Executive's calendar, scheduling appointments, meetings, and travel arrangements.
  • Utilize video conferencing tools to facilitate virtual meetings and presentations.
  • Communicate effectively with clients, colleagues, and external parties via phone, email, and video calls.
  • Manage and prioritize the Executive's inbox, track all incoming e-mails by filtering and responding with an exacting attention to content, detail and flow is a must.
  • Proofread correspondence, reports, and other documents for accuracy and completeness.
  • Track pleadings, deposition notices, court documents, deadlines etc., ensuring proper documentation are docketed and put in the calendar.
  • Assist in daily review of phone logs at close of day to capture 100% of billable and non-billable hours, emails, and court appearances so that billing is perfect.
  • Assist with the preparation and review of legal documents electronically, ensuring accuracy and adherence to legal standards.
  • Assist with trial preparation, depositions, and other litigation-related responsibilities.
  • Schedule court reporters for depositions, arrange for conference rooms, and communicate information to all respective parties.
  • Organize and maintain legal files electronically.
  • Providing specialized administrative support and assistance to assigned attorneys/legal teams pertaining to all aspects of litigation.
  • Open new client matters and request conflict of interest checks.
  • Generate new files and maintain client, general files, assuring that filings are kept current.
  • Prepare files to be closed and utilize proper records storage procedures.
  • Conduct periodic review of inactive files for storage of files.
  • Utilize project management tools to maintain organization and task flow for all staff.
  • Maintain digital filing systems and databases.
  • Ensure all attorney/legal personnel's time is recorded utilizing the firm's time entry software on a daily/weekly basis.
  • Contact contractors list for building maintenance, heating, a/c, plumber, electrician, etc.
  • Index all pleadings.

Requirements:

  • Minimum of 10 years experience in an EA capacity, preferably in a law firm
  • Advanced proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word).
  • Proficiency in Zoom, Teams and Google Sheets.
  • Notary certification preferred.

Note: Qualified candidates will be contacted within 2 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion.


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