- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating documents and case preparation.
- Conserves attorneys’ time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports.
- Maintains attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; anticipating changes in transaction preparation requirements.
- Schedule meetings with internal and external participants, and arrange conference rooms.
- Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
- Generates revenues by documenting and inputting attorney billable time, time spent on firm related matters and reimbursable expenses; preparing invoices; tracking payments.
- Handles billing responsibilities for fee-earners, including reviewing draft bills, making changes to drafts, managing billing flow, all in a timely manner
- Maintains client confidence by keeping client/attorney information confidential.
- Provides historical reference by developing and utilizing filing and retrieval systems.
- Maintain hard copy and electronic filing system (Desk Site/iManage).
- Operate office equipment such as photocopy machine and scanner to produce copies and scanning when needed.
- Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
- Perform other job related duties as assigned and assist attorneys when needed.
- Overall organization and management of documents, work, client matters, fee-earner time and schedules for more efficient and productive fee earners.
- Must possess strong technical skills, such as typing, and have a good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint 2003 and 2010 as well as programs such as Desk Site/iManage and Elite.
- Solid command of the English language including excellent spelling, grammar, punctuation, form and style. Ability to compose correspondence needed.
- Strong communication skills: the ability to express self effectively, both orally and in writing.
- Interpersonal skills: the ability to establish effective working relationships with colleagues.
- Flexibility: the ability and willingness to work for multiple fee-earners as needs dictate.
- Knowledge of library operations and records storage procedures for retrieving materials and files. Previous experience with document management systems and electronic organizational filing methods preferred.
- Familiarity with legal terminology pertinent to the areas of assignment.
- Ability to prioritize and multitask effectively.
- Ability to work both as a team as well as independently.
- Familiarity with Hospitality Suite or similar program is a plus