Job Details

Legal Assistant and Secretarial Supervisor

Company name

Organization Type

Law Firm

Job Type

Legal Staff

Date Last Verified

Dec 05,2018

Posted on

Nov 21,2018

Years of Experience

Min 7 yrs required

Location

Boston, MA
Practice Area
Other >> Other
Apply for this job
 
Your Email:
Upload Resume:

 
5 hits

Profile

Legal Assistant and Secretarial Supervisor
The candidate will be responsible to supervise the daily activities and manage workflow of all legal assistants and secretaries within the Boston office. Interacts with staff in various departments (HR, Legal Technology, Attorneys, etc.) regarding day-to-day coverage needs, employee development, conflict resolution, and problem solving. Demonstrate knowledge of litigation process and case management skills, as well as familiarity with corporate deal process and filing. Effectively consults with local office attorneys to direct workflow needs and staff legal assistants and clerks on relevant cases and deals as appropriate. Coordinate legal assistant staffing with supervisors and managers in other offices. Interviews, selects, conduct develops and refines training of legal assistants (in conjunction with other administrative team members). Regularly updates new hire and on-going training materials for legal assistants and effectively implements new methods and/or improves processes relevant to this area. Actively assists with coordinating work room and review space. Consistently reviews and monitors monthly utilization report to optimize legal assistant: attorney utilization. Prepares the annual budget for Boston's Legal Assistant services and monitors monthly report for budgeting compliance. Reviews disbursement reports to ensure appropriate billing methods. Direct coordination of secretarial projects: identifying resources required, overseeing progress of ongoing projects and communicating closely with administration regarding progress of projects. Supervises secretarial finances and keeps within budget. Oversees and manages scheduling for secretarial staff. Works with office administration to ensure that all administrative tasks are being completed both timely and efficiently. Identifies issues and needs of the workplace environment and communicates those issues and needs to Office Administrator when appropriate. Prepares and coordinates regularly scheduled department meetings. Prepares letters, memos, tables and reports as directed utilizing appropriate computer software (e.g. MS Word, Excel). Actively seeks to enhance knowledge and familiarity of all procedures and processes. Ensures the implementation of and participates in the disciplinary action and termination of employment processes. Participate in the interviewing, selection and training process. Reviews and evaluates the performance and work of staff; prepares performance evaluations and recommends salary increases. Oversee the annual review process for assigned departments. Effectively utilizes the Firm's performance management process to communicate performance expectations, monitor performance, coach employees, and manage unsatisfactory performance. Actively seeks out alternative methods and/or best practices for all workflow and procedures. Develops, implements and upholds department, Firm operation, policies and procedures. Recommends and implements changes and improvements in methods and procedures to higher level management. Communicates situations as they evolve that may require management follow-up. Develops creative solutions when issues arise that prevent departmental goals from being met. Ensures current knowledge of firm policies and practices for staff, current knowledge of industry trends, and continued professional development for staff. Coordinates and oversees department projects, day-to-day operations and long-range plans. Monitor absence request system, time, attendance, overtime, and expense reports to ensure accuracy and compliance with firm policies. Recommends, participates, and initiates disciplinary procedures in collaboration with the Human Resources Department. Recommends guidelines and practices to promote efficiency, effectiveness, excellent customer service and improved employee relations, in alignment with the Firm's Core Values. Develops and communicates departmental guidelines and procedures. Ensure accurate and timely responses to requests for departmental services. Demonstrate effective interpersonal, written and verbal communication skills to effectively facilitate effective work relationship with others. Manage Firm resources responsibly. Performs other related duties as assigned.

Qualification and Experience

The candidate must have a Bachelor's degree with minimum of 7 years of supervisory experience. Must have current knowledge of industry best practices, trends and techniques. Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems are required. Excellent presentation and customer service skills are required. Must demonstrate effective interpersonal skills, both verbally and in writing. Must have close attention to detail. Excellent analytical, troubleshooting, organizational, and planning skills are needed. Ability to defuse a tense situation and to effectively supervise others is essential. Must have ability to administer Firm policies and procedures. Ability to handle multiple projects and shifting priorities is critical. Should have ability to handle sensitive matters and maintain confidentiality. Must be able to organize and prioritize work and delegate effectively. Should have ability to work well in a demanding and fast-paced environment. Ability to work well independently as well as effectively within a team is necessary. Flexibility to adjust hours and work the hours necessary to meet operating and business needs is essential. Must be flexible to travel.

Company info

Hiring Coordinator
Skadden, Arps, Slate, Meagher & Flom LLP
500 Boylston Street
Boston, MA 02116

Review:

"Associate"

Current Employee - Reviewed on July 26, 2018

My hope is that the firm continues to foster connections with alumni and have clear conversations with associates regarding career growth beyond the partnership track.

Pros : Great place to work. You will work hard, but there are many opportunities available for self-growth. The clients are incredible, although the work is often high stakes.
Cons : The hours are similar to any big law firm and there is a lot of work to get through on weekends.
Approve of the CEO[?] : Yes
Recommend this employer to a friend? : Yes
Business outlook for the next 6 months? : up
Current or former employee? : Current Employee
Job type : Full time

Similar Jobs:

Corporate or Litigation Program Paralegal The candidate will be responsible to track and maintain client files, including corporate minute books, board books and stock records. Calendar and maintain deadline-driven documents and ...
Legal Assistant
Boston, MA
Legal Assistant The candidate will type, edit, format and proofread a variety of moderate to complex documents. Independently perform full range of administrative support. File management and organization (both digital and paper)...
Short term Legal Assistant / Internship The candidate must be an experienced legal assistant, paralegal experience preferred, for several short term projects, possible extension depending on quality of work product. Areas of law ...