What are the responsibilities and job description for the Executive Legal Assistant position at Buchanan Ingersoll-Rooney?
Executive Legal Assistant
Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.
We are currently searching for an Executive Legal Assistant to support a Labor and Employment Shareholder and Associates in our Harrisburg office.
Job Duties and Responsibilities:
- Provide proactive, high-level executive secretarial support for a Shareholder and Associate level attorneys.
- Receive, screen, and prioritize calls and emails and transcribe or redirect them as appropriate.
- Assist in maximizing attorney time with effective calendaring of appointments, running schedules, and maintaining multiple complex calendars, including docketing court and other filing deadlines and events, scheduling depositions (virtual and in-person), meetings and conference calls/video conferences with accuracy and timeliness and confirm all appointments and cancellations.
- Type, proofread, redline, format, and edit various types of documents, including correspondence, pleadings, memoranda, agreements, and other legal documents under pressure and time sensitive deadlines; may occasionally assist with drafting of documents.
- Prepare and file pleadings, briefs, and other court submissions.
- Provide support in NetDocs (document management system), Firm software and other programs.
- Assist in preparation of invoices and otherwise help with billing matters.
- Coordinate travel arrangements.
- Maintain contacts using the Firm’s marketing CRM system.
- Daily filing of emails and documents.
- Maintain filing system by keeping paper and electronic files for professionals and clients; maintain email and electronic files utilizing Firm software.
- Create and disseminate memos, reports and agendas, as needed.
- Handle confidential agreements and other documents.
- Create and submit expense reports using Firm’s accounting system (Concur).
- Utilize software applications (Firm and practice-specific) to assist attorneys in developing work product as well as retention and organization of emails and attaching appropriate files and documents.
- Work as a team and in conjunction with colleagues and professionals in various practice area(s) and office(s)/Firm wide.
- Assist in preparation of presentations.
- Liaise with Document Services for document projects and with Litigation Support for production projects.
Required Education/Experience:
- Proven experience as an Executive Legal Assistant/Secretary or in similar administrative position.
- A minimum of 5 years of C-Suite or executive-level support experience
- High school diploma required; bachelor’s degree preferred.
- Excellent written and verbal communication, organizational and time management skills and the ability to professionally interact with clients, staff, and other professionals.
- Ability to problem solve and anticipate issues/problems.
- Competence to organize and prioritize workload and to work in a fast-paced environment.
- Proficiency with MS Office, Work, Outlook, Excel, and other computer and word processing systems.
- Prior use of a document management system (NetDocs preferred).
- Knowledge of litigation, court forms, and practice specific rules and laws, and experience with electronic court filing, a plus.
- Ability to work overtime as needed.
Why should you work at Buchanan Ingersoll & Rooney PC?
Our Firm offers an outstanding benefits package that includes:
- Generous Paid Time Off
- Paid Holidays, including a floating holiday
- WorkWell wellness program, including free use of the Calm App
- Caregiving assistance with Bright Horizons (child, elder, and pet care!)
- Access to our Firm-wide emergency assistance fund
- Free full access to LinkedIn Learning
- Insurance – Medical, Dental, Vision
- 401K Program
- Retirement Savings Program
We are an Equal Opportunity Employer.
