Duties & ResponsibilitiesOpen, close, and archive client files, including gathering intake documentation (such as client identification and source-of-funds records) where required
Manage calendars, meeting schedules, contact lists, and legal software systems for the lawyers you support
Field and triage incoming calls and email inquiries, and communicate directly with clients as needed
Track the status of active matters and keep internal project/matter management tools up to date
Intake, organize, and route correspondence and documents to the right people
Draft, format, and proofread correspondence, agreements, reports, forms, and spreadsheets
Prepare documents for signing, and coordinate execution and collation
Handle trust-related paperwork and internal documentation for trust transactions
Take meeting minutes and maintain accurate project records
Prepare billing materials - reviewing for accuracy, issuing to clients, and following up on outstanding accounts receivable
Prepare expense reports and manage mail forwarding
Provide back-up coverage for other assistants during absences, plus occasional shared reception support
What We're Looking ForMinimum 2 years' experience as an Executive Assistant/ Administrative Assistant, ideally within a law firm or professional services environment
Familiarity with common legal and business software
Strong technical and formatting skills with excellent attention to detail
Excellent organizational and time-management skills, with the ability to prioritize a busy, high-volume workload
A collaborative, roll-up-your-sleeves team player who is equally comfortable working independently and taking direction
Sound judgment and a high degree of discretion when handling confidential and sensitive matters
A calm, positive, and professional presence in a fast-paced setting
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