Job Title: Professional Assistant
Job Category: Legal Secretarial
Requisition Number: PROFE003746
Posting Details
- Posted: June 20, 2025
- Full-Time
- Hybrid
Job Details
Description
The law firm, an international law firm, is actively recruiting a Professional Assistant for the Labor and Employment team in their office. This position involves performing specialized and secretarial/administrative duties for the practice area, clients, and the firm, ensuring client services and satisfaction are attained in all areas. The role includes providing staff leadership in supporting firm, office, and team initiatives, as well as in support of management directives.
Job Responsibilities
- Maintain a leadership role in team and firm-related projects and activities, assisting with lawyer committee work, community service projects, and public relations activities.
- Provide general administrative support, including managing attorneys' Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail, and managing client matter files and folders.
- Monitor and determine action items and appropriate distribution for incoming electronic files received from outside sources (., faxes, client documents, and court filings).
- Comply with the firm's Client File Maintenance policy for managing client files for both electronic and hardcopy files.
- Ensure a central file is maintained for each client matter, with all hardcopy files barcoded and labeled appropriately at inception and throughout the life of each client matter, and all electronic files stored in iManage in the appropriate client matter folders.
- Ensure timely closing of files and maintain and monitor workrooms to ensure files are in compliance with the firm's Records policy.
- Coordinate with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage, not Outlook folders, drives, etc.
- Communicate directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately.
- Provide the appropriate level of administrative support to assigned attorneys to manage electronic files, as needed.
- Work with attorneys and team members to utilize technology to promote less paper in the workplace.
- Create, proofread, and edit letters and complex legal documents from various electronic versions, handwritten drafts, rough notes, or tape dictation; draft transmittal letters and standard memoranda; review and proofread all outgoing materials; perform document cleanup for all external documents, applying document styles as needed, in accordance with firm standards.
- Arrange conference calls with clients and other outside parties; have working knowledge of fax, photocopy, videoconferencing, and scanning equipment; keep the coverage group abreast of attorneys’ and assistants’ schedules (., daily calendar or otherwise); may provide telephone coverage for team and work group; respond to client inquiries.
- Perform special projects as assigned.
Education and Experience Information
- Education: High school diploma or equivalent required. College degree preferred.
- Experience: Minimum of three years’ overall legal secretarial experience (or work equivalent) required. Prior law firm experience preferred.
- In-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities, including but not limited to word processing, document management, file management, spreadsheets, calendaring, and time management.
- Proficiency in Microsoft Office and PDF required. Proficiency in iManage and other firm software applications preferred.
- Fundamental accounting aptitude, proficiency with accounting software, and experience in interpreting and analyzing client accounting reports preferred.
Other Qualifications
- Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work, and strict attention to detail.
- Excellent communication skills. High-quality spelling, punctuation, and grammar.
- Must exercise initiative in problem-solving, be capable of making sound decisions in the absence of clear instructions, and be multiple task-oriented.
- Ability to work under pressure and maintain flexibility regarding work assignments.
- Flexibility to work overtime on short notice required.
- Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload, and adapt to changing conditions.
- Visual acuity needed for transcription, extensive reading, and input (typing) of information into a computer.
- Ability to receive and convey detailed information through oral communication.
- Essential competency processes include language ability, reasoning, and memory.
- To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.
Salary Information
The expected salary range for employees based in the area is $82,000 to $117,700, though salaries for employees based outside of the area may differ. Beyond an employment candidate's physical location, salary offers may be based on several factors, including but not limited to education, training, and/or experience. In addition to providing competitive compensation in the form of salaries and bonuses, the law firm offers a range of benefits and wellness options based on experience, performance, and location that compare favorably to market standards in every region and across the legal industry.
EEO/drug-free workplace/E-Verify participant/Veteran/Disability.
The information offered on this site does not constitute an express or implied contract and may be modified or revoked without notice at the discretion of the law firm.
