Provides diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. This individual will prepare documents, correspondence and extensive client billing. Additional responsibilities include extensive internal and external client contact, organizational and research support, as well as perform a wide variety of other administrative functions.
The Legal Team Assistant will work closely with the other Legal Team Assistants, Legal Team Coordinator and Legal Team Administrative Assistants in order to complete tasks for the practice groups submitted to the Local Hub.
Job DescriptionEssential Job Functions- Interact regularly with lawyers, paralegals and business professional staff in facilitating the flow of all administrative work, contact with clients, counsel and court personnel.
- Answer phones, transfer calls, take messages, establish conference calls and use voice mail.
- Handle written and electronic correspondence, including proofreading, organizing and sending materials to clients.
- Prepare and process client bills and associated cover letters.
- Acts as an expert in the Legal Team Hub support group, fielding questions from others and training less experienced colleagues as needed.
- Prepare new matter reports and update list of client/matter codes.
- Manage lawyers' Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions.
- Maintain lawyers' time entries in Carpe Diem.
- Monitor professional development requirements for principals.
- Create and update comprehensive contact information using Dechert CRM best practices.
- Make travel arrangements and complete travel and expense reports in Concur.
- Manage workflow and coordinate projects with office services.
- Schedule meetings, reserve rooms, coordinate video or audio equipment, and catering.
- Plan events, such as business dinners, cocktail receptions, etc.
- Use MS Office in preparation of documents, spreadsheets and presentations.
- Maintain document filing to firm standards including Kwiktag.
- Utilize iManage document management system for all documents.
- Review and process administrative and personal charges via BillBack.
- Maintain up to date handover notes to ensure consistent quality of service in case of absence.
- Performs all other duties as necessary and as assigned by your allocated principal or Legal Team Coordinator for efficient functioning of the Department, Office and Firm.
Knowledge, Skills and Abilities- High school degree or equivalency required. College or advanced degree a plus.
- 8+ years of prior legal assistant or executive assistant experience in a law firm or professional services environment preferred.
- Strong attention to detail, tech savvy, problem solving, interpersonal, and organizational skills.
- Ability to multi-task in a fast-paced environment, prioritize competing deadlines and coordinate and allocate work to other team members as needed.
- Ability to work well independently and as part of a team.
- Demonstrates professionalism and prioritizes confidentiality.
- Systems: iManage, MS Office, Aderant, Carpe Diem, CRM
Additional Job DescriptionAt the time of this posting, the salary range for this position in Chicago is $85,000 - $105,000 annually. Actual compensation is commensurate with job related knowledge, skills, experience, and location of the position.
Location(s)Chicago
Time TypeFull time
