Job Description

Location : On-site - Providence, RI

Role Type : Full-Time

Salary : $70,000 - $85,000

Work Schedule : Monday - Friday, 8:30 AM - 5 PM

Overview

Assists attorneys with duties including but not limited to, maintenance of marketing contacts, document production, electronic filing, and data entry. Provides extensive calendar management and travel support for assigned attorneys and may consistently interact with clients via the phone and in person. Organizes and maintains all files relating to practice and administrative matters following attorney preferences.

Growth

Opportunity to grow within legal administrative roles and gain experience with higher-level case support.

Key Responsibilities

• Document Preparation : Prepares accurate, error-free, and properly formatted legal papers and other documents such as reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, etc. Proofreads and edits documents for grammar, spelling, punctuation, and format. Files documents and emails in the Firm’s electronic document software. Distributes correspondence using scanning, PDF, email, or hard copy delivery.
• Scheduling : Schedules appointments, including meetings, conferences, etc. for team members. Coordinates workflow and prioritizes work so that all deadlines can be met. Reserves conference room(s) for meetings; arranges for special equipment and catering services.
• Client Service : Answer telephone calls and take accurate and complete messages, give information to callers, refer to others, or hold for team members. Provides relevant and timely information to clients and team members (including times when they are out of the office) in a professional, courteous, and effective manner. Retrieves voice mail messages and arranges conference calls.
• Time Entry/Billing : Inputs time entries daily, weekly, or monthly. Opens new client and/or matter numbers; performs conflict checks; demands the pre-bill selection of monthly bills for attorney review; copies, emails, and forwards copies of finalized bills to the Accounting Department; maintains billing files; receives, copies, files, and submits client checks to Accounting Department.
• Filing : Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, and ongoing deals/cases. Provides retrieval of information, general document control, and updates materials. Closes files and sends to storage according to Firm policy.
• Travel & Expenses : Arranges travel schedule and reservations for team members. Process expenses for team members using the firm’s expense reimbursement system.
• Invoices : Process invoices to ensure timely payment to vendors.
• Mail : Reviews, prioritizes, and routes incoming mail. Prepares outgoing mail and overnight packages using the postage-metering machine, scale, and Federal Express Power ship. Coordinates messenger pickups and deliveries.
• Other : This position is also expected to back up team members by providing secretarial and administrative support to other attorneys.

Requirements

• Associate’s degree required, Bachelor’s degree preferred.
• Minimum of one to two years of administrative assistant experience or other relevant work experience required.
• 2+ years of litigation legal secretary experience.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software.
• Strong organizational and communication skills; Possess excellent verbal and written skills.
• Detail-oriented and highly focused.
• Capable of handling multiple responsibilities.
• Ability to work well in a team-oriented environment.

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