Legal Administrative Assistant

4 days ago

Boston, United States Gillard Associates Full time
Job DescriptionJob Description

RESPONSIBILITIES: 

  • Serve as the right-hand to the attorneys in the administration of their Private Client practices and the service of their clients; develop and maintain a deep understanding the practices and clients.
  • Manage flow of information to help organize, prioritize, and address requests from both internal and external clients through to completion. 
  • Take initiative to proactively assist attorneys with their practices and with administrative tasks, including calendaring, conflict checks, and communications.
  • Monitor and manage attorneys’ calendars and diaries for time-keeping purposes.
  • Draft, format, proofread, and edit legal documents, power point presentations, and excel spreadsheets; ensure accuracy of details. 
  • Assist with time entry and preparation of client bills, ensuring time is submitted timely and bills are sent to clients. 
  • Arrange and coordinate logistics and services for meetings, events, signings, etc.   
  • Handle travel arrangements for out-of-town meetings and conferences
  • Coordinate reimbursements, efficiently reconcile expenses and submit invoices.
  • Track business development activities, including calendaring of follow-up actions.
  • Develop positive and productive relationships with members of the firm and its vendors, allowing for the effective use of internal services to efficiently perform work. 
  • Transmit all correspondence and other legal documentation to the appropriate client/matter files and title files and the retrieval of the same.   
  • Arrange for service of process, hand-deliveries, and conference calls.  
  • Relay/interpret communications and/or work assignments between partners, associates, paralegals and other firm personnel.

Job Requirements:

QUALIFICATIONS:

  • BA/BS degree preferred, but not required. 
  • 10+ years of prior administrative, legal and/or executive assistant experience required. Private Client or Trust and Estates experience preferred.
  • Expertise in Microsoft Word (styles), Microsoft Outlook, PowerPoint, and Excel.  Comprehensive understanding of PDF (Kofax, Adobe) functions. 

ESSENTIAL SKILLS:  

  • Willingness to develop a deep understanding the Private Client practice and clients. 
  • Top-notch client service skills – for both internal and external clients.
  • Excellent attention to detail and organizational skills with the ability to timely and accurately follow instructions and maintain accurate records.
  • A high level of professionalism, organization, flexibility, thoughtfulness, initiative, and reliability to appropriately set priorities, and manage multiple responsibilities efficiently and effectively.   
  • Exceptional written and verbal communication skills.
  • A consistent “can do” approach, and the ability to remain cool and professional under pressure.
  • Ability to maintain strict confidentiality of client and Firm matters. 
  • Creative problem-solving skills and the ability to anticipate the next question or task.
  • Demonstrates the ability to communicate effectively with all levels of personnel within the Firm.
  • Ability to adjust work schedule to accommodate occasional overtime work.  
Company DescriptionFirm is committed to equal employment opportunity and diversity in the workplace. Considers all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status.Company DescriptionFirm is committed to equal employment opportunity and diversity in the workplace. Considers all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status.

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