Litigation Administrative Assistant

Arrowood LLP, a busy civil litigation boutique in downtown Boston, is currently seeking a full-time administrative assistant. The firm includes long-term partners, associates and of-counsel who work collaboratively on an interesting and diverse case load. Attorneys at this firm work closely with support staff to serve their clients. Support staff has the opportunity to contribute meaningfully to the practice, and their contribution to the end-result is appreciated and recognized.

This position will support two partners and an associate. This person would work collaboratively with other long-term and high-performing administrative professionals to provide support to the entire practice. Responsibilities include administrative responsibilities and classic litigation assistant support – all with the goal of providing strong support to the litigation practice.

Please note that this is a small firm with three legal assistants working closely together to provide coverage for our nine attorneys. While you will primarily be working for your assigned attorneys, you will also be responsible for assisting the entire firm. This role is fast-paced, very hands-on and requires strong team collaboration skills and dedication, at times requiring overtime and weekend work. The expectation will be to jump in and help wherever it is needed, including with general office tasks such as restocking copiers, sharing phone duties, hard filing, setting up conference rooms, filling in for reception and running office errands to the post office, courts or FedEx at times. While this is a hybrid role offering two days a week of remote work and the firm promotes a healthy work-life balance, the expectation will be that you will be available to be in the office as needed for coverage and heavy workloads.

Our firm is relocating to a new office space in February/March 2025 and the entire staff will be participating in the logistics of the move. The administrative team and this position will play a large role in that to ensure a smooth transition. The new office space is located near the Government Center T Station, making it easily accessible from major transit lines and a brief walk from our current office location in Post Office Square.

Benefits offered include 20 paid days off per year for the first year (pro-rata based on hiring date), 11 paid firm holidays, partially paid health insurance through BCBS MA, optional employee paid AFLAC insurance for vision, dental and additional coverages, firm paid life and disability insurance, and 401k and firm matching up to 4% of your salary.

We promote a collaborative, personable, inclusive and supportive firm culture and are excited to welcome a new Administrative Assistant to the team. If you're a hard worker and real team player with an interest in working at a high-level litigation practice, then we are excited to discuss this rewarding position with you!

Legal Administrative Assistant Job Duties:

• Ensuring that excellent, professional, and error-free written work product leaves the office;
• Maintain attorney calendar by planning and scheduling conferences, teleconferences, depositions; recording and monitoring court appearance dates, pleadings and filing requirements; monitoring evidence gathering; anticipating changes in litigation or transaction preparation requirements
• Coordinate case preparation, assist attorney in managing case deadlines; learning facts of cases; anticipating attorney needs based on legal procedures for cases
• Preparation of court filings, pleadings, and other legal documents
• Conserve attorneys’ time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents
• Scheduling court reporters, expert witnesses, and couriers
• Trial preparation
• Reviewing and entering attorney time entries in Timeslips
• Drafting engagement letters, managing new client correspondence, preparing case opening forms, closing cases as they reach completion and updating case lists
• Obtain, organize and track medical records
• Maintain client confidence by keeping client/attorney information confidential
• Occasional travel arrangements
• Filling in for reception responsibilities when there is an absence
• Administrative tasks including scanning, printing, copying, faxing, mailing, and filing
• Assisting other attorneys, administrative assistants and firm administrator as needed in a collaborative team environment
• Enhance firm by maintaining a positive can-do attitude

The ideal candidate will:

• Have at least 3 years relevant legal firm experience
• Have proficiency in Microsoft Outlook, Microsoft Word, Adobe Acrobat Pro, and a general competence with technology; experience with Timeslips a plus; experience with Excel or document management software a plus
• Be reliable, proactive, positive, have superior organizational skills, display great attention to detail, possess professional client and colleague interaction skills, and be able to prioritize multiple assignments while meeting last minute deadlines

Benefits:

• 401(k)
• 401(k) Matching
• Health Insurance
• Life Insurance
• AD&D Insurance
• LTD Insurance
• 11 Firm Holidays
• 20 PTO Days
• AFLAC for Dental/Vision
• Gym, Lounges and Bike Storage in Office Building

Schedule:

• Monday to Friday; 9AM to 5PM; 1 Hour Flexible Lunch
• Hybrid – three days in office, two days remote typically – with expectations to be available to come in five days per week if it is needed
• Overtime and weekend work will be required dependent on caseloads

COVID-19 considerations:

• We are actively monitoring the Covid-19 pandemic and adhering to CDC guidelines.