Project Assistant

Position Summary:

The Project Assistant provides administrative support to assigned firm
personnel performing primarily non-legal document and administrative tasks. This position
would be a stepping stone to moving into a role doing legal support work for timekeepers.

Responsibilities:

• Handle incoming mail (virtually file and route)
• Download and save documents to virtual files and setup folders/subfolders
• Answer, screen and forward telephone calls; assist and provide information, as appropriate.
• Proactively manage contacts in Outlook and firm’s contact management system
• Make travel arrangements for attorneys and clients
• Schedule and coordinate conference calls, meetings and appointments, including conference room reservations, equipment and food, as needed
• Enter deadlines into the firm’s docketing system
• Submit requests for invoice payments, checks and expense reimbursements
• Track invoices/payments for corporate filings/searches
• Assist with title searches and follow-up
• Create, edit, format and proofread documents
• Make copies and scan document projects
• Support corporate closing process and post-closing process
• Assemble binders and transcripts
• Register attorneys for seminars and annual memberships
• Assist with filings, mailings and other projects
• Assist with managing hard copy files
• Work effectively as part of a team
• Perform other duties as assigned

Qualifications/Requirements:

• College education or paralegal certificate preferred
• Proficient spelling, punctuation and grammar
• Strong, accurate typing skills
• Ability to communicate clearly and concisely in both written and oral form
• Ability to complete assignments with minimal supervision
• Detail oriented; excellent proofreading skills• Strong organizational skills
• Demonstrates client service skills
• Excellent time management skills, including ability to multi-task and prioritize
• Quickly adapts and uses technology
• Knowledge and use of Microsoft Office technology (e.g. Word, Excel, PowerPoint)
• Willingness to undertake additional responsibilities and assist others when needed
• Ability to be flexible and adaptable in a variety of situations
• Ability to interact with clients and colleagues with professionalism and tact in every medium of communication (in person, telephone, e-mail)
• Reliable
• Eagerly learn and apply new concepts and technologies as necessary for the assigned task