at Saul Ewing Arnstein & Lehr LLP in Chicago, Illinois, United States
Job Description
Job Title: Practice Assistant
Office Location: Open
Department: Practice Assistants
Reports To: Office Manager
FLSA Status: Full time/Non-Exempt
POSITION SUMMARY: Responsible for administrative support for assigned attorneys. Duties include creating and editing documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses, entering time, answering incoming calls, coordinating meetings, managing attorney’s contacts, and maintaining calendars.
ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES:
- Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and timeliness of final work product.
- Establish, update and maintain client and internal files, including saving and organizing documents in the firm’s document management system. Retrieve information from files when needed.
- Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed.
- Reconcile and submit attorney expenses.
- Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments. Coordination may include ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, restaurant research and booking, etc.
- Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries.
- Maintain attorneys’ contacts, including adding contacts to the firm’s CRM system and appropriate mailing lists and working with attorneys to keep contact information updated.
- Process client matter intake forms, answer attorney questions about the process and proactively troubleshoot issues that may arise.
- Make photocopies and scan documents as needed.
- Perform additional administrative tasks as requested, including time entry, working with attorneys to review bills, managing electronic signatures, maintaining credentials, basic internet research, tracking and reporting CLE hours, and learning any additional software programs needed to perform required tasks.
SKILLS AND QUALIFICATIONS:
- Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint
- Typing skills of 60+ wpm
- Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism.
- Strong client service skills.
- Ability to meet deadlines, multi-task and handle a high volume of work in a fast-paced environment. Must be detail-oriented with strong organizational skills.
education/experience:
- High School Diploma or GED
- 5+ years of legal administrative assistant experience preferred
- Experience with document management, time and billing, client matter intake, and e-filing systems preferred
Physical Demands of Position:
Work is performed in a professional office environment and requires the following during the work day:
- Must be able to remain in a stationary position for long periods of time (working at a computer)
- Repetitive movement (i.e. heavy computer/keyboard use)
- May require occasional light lifting (files, copy paper, etc.)
In addition to the essential functions outlined above:
- Individual in this position will provide additional assistance and support as directed by their supervisor.
- This job description is subject to change at any time.
Saul Ewing is an Equal Opportunity Employer. We value diversity, seek qualified applicants and make personnel decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, marital or veteran status, citizenship, gender identity or expression, or any other legally protected status.
