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Administrative Assistant
2 months ago
We are seeking a highly skilled and experienced Client Service Specialist to join our Litigation Department at Fox Rothschild. The successful candidate will provide exceptional administrative support to our attorneys, ensuring seamless client interactions and efficient case management.
Key Responsibilities- Provide superior client service by answering and screening calls, responding to emails, and providing other client assistance as needed.
- Work closely with attorneys and clients to ensure seamless transfer of information and effective communication.
- Manage client-specific data to enhance the overall approach to dedicated interactions.
- Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other support services to complete work.
- Manage attorney calendars and assist in meeting deadlines, coordinate attorney and/or client travel arrangements, and collaborate with the client regarding same.
- Prepare legal documents, memoranda, and correspondence from draft or dictated text, creating, editing, formatting, and proofreading documents, spreadsheets, and presentations with the highest level of accuracy and attention to detail.
- Assist multiple attorneys as primary assignment and provide additional support, back-up, and PTO coverage for the CSS assigned to the team.
- Transmit legal documents, memoranda, and correspondence to clients, witnesses, and court officials by electronic filing, fax, email, mail, and/or messenger.
- Process new business requests by working closely with the New Business Intake Team, opening new matters, preparing and reviewing conflicts submissions, closing matters, and creating and maintaining client case files using appropriate recordkeeping software.
- Calendar all critical deadlines and other dates requiring action into a calendaring database and ensure accurate calculations; maintain and manage these deadlines.
- Assist in the coordination of client billing using sophisticated software and procedures that may require client-specific instructions.
- Associate's Degree preferred; Bachelor's Degree a plus; applicable work experience may be considered in lieu of a degree.
- Minimum of seven (7) years related experience at a law firm or legal or corporate department required.
- Ability to effectively gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
- Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven, and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills, and the ability to work independently.
- Excellent verbal and written communication skills. High level of inter-personal skills required to handle sensitive and confidential situations.
- Position requires a highly professional demeanor and appearance, including possessing poise, tact, and diplomacy.
- Ability to maintain the highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
- Proven proficiency using legal terminology and experience working in related practice area(s).
- Experience with court/administrative related agency filings and meeting related deadlines.
- Possess a high level of proficiency using a variety of office equipment, including personal computers, telephones, transcription equipment, printers, and copiers.
- Keyboarding skills of 60 wpm or higher required.
- Must have intermediate-level working knowledge of the MS Office Suite, including Outlook, Word, Excel, and PowerPoint.
- This job operates in a clerical, office setting. This role routinely uses standard office equipment, including, but not limited to, computers, telephones, printers, and copiers.
- Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.
- Worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
