Polsinelli seeks a highly organized proactive candidate to immediately fill a Practice Specialist position in the Finance, Investment Strategies and Real Estate Department in the New York, Miami, Los Angeles, or Seattle office. This role provides high-level administrative and legal support to attorneys while also assisting with select personal assistant responsibilities.
The ideal candidate will have 2-3 years of law firm or corporate experience and will be detail-oriented, discreet, adaptable, and comfortable managing a wide range of professional and personal tasks in a fast-paced law firm environment. Previous experience supporting attorneys in commercial lending or health care focused practices is preferred.
CORE RESPONSIBILITIES- Provide administrative support to assigned attorneys, including document preparation and revisions, prebills, timesheets, and other administrative tasks.
- Manage attorney's calendar, organize and schedule personal appointments, including planning, coordinating, and scheduling in-office and offsite meetings and assisting with preparation for same by working with marketing and IT departments, or otherwise.
- Coordinate with invited guests and track meeting or event details to help ensure successful execution.
- Manage files, open new matters, and track the status of matters throughout the file opening process and lead efforts to obtain conflict waivers, tracking same in required templates and in accordance with client specific guidelines.
- Coordinate attorney travel arrangements and event registrations, including preparing detailed itineraries and scheduling hotels, flights, ground transportation and meal reservations and related details.
- Submit and track expenses and CLE credits.
- Maintain client list and categories and keep updated and coordinate gift ordering for holidays and other events.
REQUIREMENTS- Proven ability to quickly adapt to competing demands while demonstrating the highest level of customer/client service and responsiveness.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with meticulous attention to detail.
- Strong interpersonal skills, with the ability to build relationships with management, attorneys, staff, clients, and other contacts.
- Excellent written and verbal communication skills.
- Ability to balance legal administrative duties with select personal assistant responsibilities in a professional and timely manner.
- Strong decision-making skills.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward-looking mindset, with the ability to identify opportunities and propose solutions.
Candidates must be highly proficient in the Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), particularly Outlook. Experience working with the following programs is beneficial: Interaction, iManage, Chrome River, Intapp and Internet search engines. New technology/systems may be introduced from time-to-time, and so the candidate must be willing to learn and become proficient in news systems and software.
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The budgeted salary range for this position is $70,000 - $100,000.
As part of full-time employment associated with this position, Polsinelli PC offers the following benefits: Paid time off, sick time off, a referral program, medical insurance and benefits, dental insurance, vision insurance, life insurance, AD&D insurance, ID Theft insurance, long-term disability benefits, short-term disability benefits, Parking/Transit reimbursement (varies depending on location), 401(k) benefits, and employee assistance benefits.
