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Legal Administrative Assistant

2 months ago

Quebec, Canada Holland & Hart Full time
When applying, please submit a resume and cover letter.

General Purpose:

Serves as first point of contact for firm office and provides a variety of administrative assistance to departments, attorneys, paralegals, legal specialists, legal assistants, and other colleagues as needed and requested.

Essential Duties/Responsibilities:

Front Desk Administrative Assistant:

  1. Open office each morning, following office-specific procedures.
  2. Answer, screen, and transfer all incoming calls. Take messages if requested and transmit via email, voicemail or in person.
  3. Greet and announce visitors; escort to correct meeting room or other office location; validate parking where applicable.
  4. Ensure reception, breakrooms and meeting rooms are clean, organized and presentable for visitors.
  5. Ensure building and suite access safety and security process and procedures are followed by visitors and firm employees and partners.
  6. Manage all conference rooms to include scheduling, overseeing set up, cleaning, ordering meals and assisting with video conference set-up.
  7. Receive, process, sort and distribute all incoming USPS mail, UPS, FedEx, Express and hand deliveries. Oversee outgoing mail and overnight packages. Follow office-specific procedures for logging incoming and outgoing mail from all sources.
  8. Maintain, stock, and order office and kitchen area inventory.

Legal Administrative Assistant:

  1. Assists as needed with all in-office tasks/requests, projects, overflow work, administrative work and other duties as required (i.e., copying, scanning, filing, preparation of binders, document organization, etc.) to support and aid in the workloads of timekeepers, legal assistants, legal specialists and other colleagues throughout the firm.
  2. Manages administrative tasks as requested, including, but not limited to, processing and disseminating mail, preparation of audit letter responses, billable time input, expense reports, check requests and reviewing client billing statements.
  3. In partnership with the travel vendor, effectively schedules and manages travel arrangements as requested.
  4. Ability to create and edit documents in Microsoft Office with a high level of attention to detail.
  5. May assist with the business intake process – run adversary searches, draft screening memos and engagement letters and open new files.
  6. Effectively manages workflow and priorities.
  7. Proactively supports the team and demonstrates a positive and collaborative approach to working with others.

Competencies:

  • Communication - Understands the importance of and demonstrates verbal, written, and non-verbal communications.
  • Organizing & Planning - Proactively takes actions, finds solutions, and displays skills to be efficient and productive.
  • Customer/Client Experience - Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
  • Job Knowledge & Technical Skill - Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.

Supervisory Duties (if applicable):

This position has no supervisory responsibilities.

Job Qualifications (Education, Experience and Certification):

  • High school education with 3+ years secretarial/office assistant experience. Experience working in a law firm a plus.
  • Accurate typing; working knowledge of personal computers; strong knowledge and skills in MS Outlook, Word, Excel, PowerPoint and Adobe Acrobat; excellent grammar, spelling, punctuation and proofreading skills.
  • Knowledge of basic office equipment (i.e., copier, scanner, telephones, etc.).
  • Aptitude to learn new computer programs.
  • Excellent professional communication and interpersonal skills to deal with a wide variety of people inside and outside the firm.
  • Excellent organizational skills to handle multiple priorities and the work assigned by several attorneys, paralegals, legal assistants, legal specialists and other colleagues throughout the firm.
  • Ability to maintain composure, behave professionally and work effectively under pressure to meet tight deadlines.
  • Excellent judgment, problem solving and decision-making skills to handle a variety of responsibilities under general supervision.
  • Ability to work effectively independently and as part of a team.

Schedule:

This position is required to be in-office Mondays through Friday to support work needs.

Physical Requirements:

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Professional office atmosphere; exposure to computer screens. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

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