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Senior Administrative Support Specialist

4 weeks ago

Providence, Rhode Island, United States bellelynn Full time

About the Role


We are seeking a highly skilled and organized Senior Administrative Support Specialist to join our team at Belle Lynn Sourcing LLC.



Job Summary

This is an exciting opportunity for a detail-oriented and proactive individual to provide administrative support to our attorneys. As a Senior Administrative Support Specialist, you will be responsible for maintaining marketing contacts, document production, electronic filing, and data entry.



Responsibilities


  • Document Preparation: Prepare accurate, error-free, and properly formatted legal papers and other documents from rough draft, corrected copy, etc. Proofread and edit documents for grammar, spelling, punctuation, and format. File documents and emails in the Firm's electronic document software. Distribute correspondence using scanning, PDF, email, or hard copy delivery.
  • Scheduling: Schedule appointments, including meetings, conferences, etc. for team members. Coordinate workflow and prioritize work so that all deadlines can be met. Reserve conference room(s) for meetings; arrange for special equipment and catering services.
  • Client Service: Answer telephone calls and take accurate and complete messages, give information to callers, refer to others, or hold for team members. Provides relevant and timely information to clients and team members (including times when they are out of the office) in a professional, courteous, and effective manner. Retrieves voice mail messages and arranges conference calls.
  • Time Entry/Billing: Inputs time entries daily, weekly, or monthly. Opens new client and/or matter numbers; performs conflict checks; demands the pre-bill selection of monthly bills for attorney review; copies, emails, and forwards copies of finalized bills to the Accounting Department; maintains billing files; receives, copies, files, and submits client checks to Accounting Department.
  • Filing: Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, and ongoing deals/cases. Provides retrieval of information, general document control, and updates materials. Closes files and sends to storage according to Firm policy.
  • Travel & Expenses: Arranges travel schedule and reservations for team members. Process expenses for team members using the firm's expense reimbursement system.
  • Invoices: Process invoices to ensure timely payment to vendors.
  • Mail: Reviews, prioritizes, and routes incoming mail. Prepares outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship. Coordinates messenger pickups and deliveries.
  • Other: This position is also expected to back up team members by providing secretarial and administrative support to other attorneys.


Requirements


  • Associate's degree required, Bachelor's degree preferred
  • Minimum of one to two years of administrative assistant experience or other relevant work experience required
  • 2-5 years of litigation legal secretary experience
  • Excellent verbal and written communication skills
  • Proficient in Microsoft Office Suite or related software
  • Strong organizational and communication skills
  • Possess excellent verbal and written skills
  • Detail-oriented and highly focused
  • Capable of handling multiple responsibilities
  • Ability to work well in a team-oriented environment


Benefits

We offer a competitive salary of $80,000 - $95,000 per year, plus benefits including health insurance package with 401(k) and paid time off.