at Jenner & Block LLP in Chicago, Illinois, United States
Job Description
Position Summary
The Lawyer Support Assistant is an entry level position. Working in a team support model under the supervision of the Director of Administration, the LSA will take direction from and operate in support of a designated group of attorneys and paralegals in the performance of a variety of administrative duties as requested. The Lawyer Support Assistant is a non-exempt position. The hours are 8:45am - 5:15pm CT Monday - Friday with the flexibility to work additional hours as required.
Essential Job Functions
- Receive assignments from lawyers, and paralegals and perform tasks as requested updating requestor regarding receipt and status of tasks/projects, and consistently meeting agreed upon deadlines.
- Input attorney time into the WebTime time entry program. Educate timekeepers about appropriate time entry requirements and standards.
- Prepare attorney and paralegal expense reimbursements and process client-related vendor invoices for payment.
- Sort, open, prioritize and route incoming mail. Prepare outgoing mail including USPS, UPS and Federal Express. Coordinate messenger pick-ups and deliveries when necessary.
- Coordinate attorneys' firm and client-related meeting set-ups, including but not limited to conference calls, Zoom meetings, and in-person meetings.
- Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook.
- Perform document conversions, i.e., PDF to Word, etc.
- Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
- Coordinate prints, scans, and duplicating projects with Digital Document Center or Print/Mail Centers.
- Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm provided travel agency.
- Perform other related duties, special projects, and assignments as required. Assist other secretaries in back-up support and vacation coverage.
- Assist with the preparation of presentation materials for firm and client audiences.
- Prepare correspondence, memoranda, and legal documents such as summonses, complaints, motions, and subpoenas from various sources of origination (handwritten, typed copy, electronic copy, tape transcription, etc.).
- Finalize legal briefs by ensuring styles are consistent throughout, preparing Tables of Contents, Tables of Authority, and redlining documents.
Qualification And Requirements
- Proficient in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed.
- LTC4 or Microsoft Office Specialist (MOS) certification preferred.
- College degree preferred or equivalent work experience.
- Demonstrate the ability to take initiative and work both independently and in a team environment with a customer service focus.
- Possess the ability to work with staff and manage attorney, and paralegal expectations.
- Ability to handle confidential and sensitive information with appropriate discretion.
- Ability to interface and collaborate in a complex matrix management environment.
- Works well under pressure.
- Demonstrates effective interpersonal and communication skills, both verbal and in writing.
- Great client service skills, including being comfortable interacting with firm clients.
- Possess good organizational skills, prioritize workload and have a strong attention to detail.
- Ability to follow direction.
- Possesses sound business judgment.
- Proven ability to effectively manage competing priorities.
- Demonstrate initiative to anticipate lawyers' needs.
Additional Duties
This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties, specialized projects, and other tasks as required. The firm reserves the right to modify or adjust the responsibilities to meet business needs.
