What are the responsibilities and job description for the Legal Practice Assistant position at CF Legal Recruiting and Staffing?
A top international law firm is seeking a service-oriented Practice Assistant (“PA”).
The qualified candidate will have recent secretarial, administrative, or related work experience; excellent written and oral communication skills; a very strong customer service orientation; a proactive work ethic; attention to detail; the ability to work well under pressure in a constantly changing environment; excellent attendance, punctuality, and flexibility for overtime; the ability to successfully work in a team-oriented environment. Strong day-to-day organizational skills are essential, including the ability to analyze, assess, and prioritize work assignments as well as the ability to multi-task. The candidate must be able to work independently. The candidate must have proficiency working in Microsoft Word as well as proficiency in formatting documents utilizing Styles. Responsibilities include creating, revising, and formatting legal documents, spreadsheets, or presentations using the Firm’s software (Office 2016, Adobe Acrobat DC, and DMS); document comparison, transcription, and proofreading. Answering phones, entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned.
This position requires a professional, highly motivated, organized self-starter capable of functioning in a fast-paced, challenging legal environment.
ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)
Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.
Document Preparation:
Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe Acrobat DC, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials. In conjunction with the preparation of such documents, the legal secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials. Transcribes dictation, minutes of meetings or taped records of conferences and meetings.
Administrative Support:
Processes conflict checks and New Client/New Matter forms (KENI); enters attorney time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; calendar management (Outlook Calendars). Conducts internet research as directed by attorneys.
Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc.
File Maintenance:
Establishes and maintains paper and electronic files in compliance with current Firm policies utilizing the Firm’s LegalKEY system and Document Management System.
Customer/Client Service and Teamwork:
Provides assistance to other legal secretaries within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients’/colleagues’ current and future needs. Shares information and offers ideas and solutions in a team environment.
Professional Demeanor:
Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues. Performs complex legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy.
Qualifications & Requirements
The ability to work the core business hours as is mandated for the office to which applicant is applying to, with flexibility for overtime, as required. Must have 5 years of legal secretarial or relevant work experience. Advanced proficiency in MS Word and formatting documents, Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred.
