IP Litigation Executive Assistant

Boston based law firm is seeking an experienced Legal Administrative/Executive Assistant in the IP Litigation to join the team! Providing high-level administrative support and serving as the right-hand to the attorneys in the management of their Litigation practices. This role would be ideal for a resourceful self-starter who is interested in a challenge; who can maintain strict confidence; and who is adept at working both independently and collaboratively.

Key Responsibilities:

· Serve as the right-hand to the attorneys in the administration of their Litigation practices and the service of their clients; develop and maintain a deep understanding of the practice and clients.

· 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 timekeeping purposes.

· Coordinate reimbursements, efficiently reconcile expenses and submit invoices.

· 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.

· Draft and proofread legal documents, correspondence, and reports.

· Assist attorneys in preparing for trials, hearings, and depositions.

· Manage and organize legal documents, including filing, scanning, and indexing.

· Coordinate and schedule meetings, appointments, and court appearances.

· Maintain and update case files and databases.

· Communicate with clients, opposing counsel, witnesses, vendors and court officials as needed.

· Assist with client billing.

Qualifications:

· BA/BS degree preferred but not required.

· 7-10 years of Litigation legal administrative experience.

· Experience with State and Federal ECF filings; Pacer and CourtAlert.

· Familiarity with Westlaw, as well as State and Federal Court’s and other governmental agency’s rules and filing procedures.

· Expertise in Microsoft Word (styles), iManage (or comparative document filing system), Outlook, PowerPoint, and Excel. Comprehensive understanding of PDF (Kofax, Adobe) functions.

Essential Skills:

· Top-notch customer service skills – internally and externally.

· 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.