Legal Administrative Assistant - Receptionist - WIGGIN AND DANA LLP : Job Details

Summary

This position has responsibility to provide administrative support to lawyers, paralegals, and administrators and well as shared responsibility to support the reception desk.This position requires strong secretarial and administrative skills along with good people skills and ability to work with a team and independently.

Job Duties

The following are essential job duties and responsibilities of the Legal Administrative Assistant/Receptionist. This list is not exhaustive, and other duties may be assigned as necessary.

Administrative

Provides word processing, typing and document production services in accordance with the requirements of assigned attorney/paralegals/administrators.

Proofreads all documents produced for correct formatting, spelling and grammar, and ensures that all attachments, exhibits or enclosures are intact.

Prepares documents for mailing with special attention given to completeness of enclosures, etc.

Transcribes documents, as required.

Handles incoming telephone calls, taking thorough messages. Makes sure call is given timely response.

Strong knowledge of conflicts, billing, records management systems and processes.

Understands requirements of and completes process accurately and promptly.

Understands time entry process and requirements. Assists timekeepers in meeting the deadlines.

Ability to extract appropriate billing information as requested.

Creates and maintains client files. Understands procedures to make files inactive and to recall inactive files.

Opens and sorts incoming mail, as requested.

Maintains individual lawyer(s)/paralegal(s) calendars as required.

Makes travel arrangements for assigned attorney(s) as required.

Processes photocopy and scanning requests. Works with Office Services to complete larger projects.

Provides back‑up assistance to other secretaries and staff members as required.

Notarizes documents as requested.

Reception

Answer incoming telephone calls promptly, processing as appropriate, transferring call or answering questions, etc.

Utilize appropriate software to schedule conference rooms and visitor offices, ensuring all requirements are appropriately documented.

Coordinate reservation requirements with appropriate groups and other offices.

Greet visitors upon arrival, ensuring they are seen promptly, and all needs are met .Provide parking validation if appropriate.

Oversee neatness of reception area and nearby conference rooms.

Assist with assigned tasks such as large mailings, filing, as requested.

Requirements

Education: Bachelor's Degree or commensurate experience.

Experience: 2-5 years of experience as a legal secretary with increasing responsibilities.

Knowledge/Skills and Abilities:

Strong knowledge of MS Office Suite; WORD, Excel, PowerPoint; familiar with current version of software.

Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.

Strong knowledge of grammar, spelling and punctuation.

Ability to perform general alphabetical and numeric filing, sorting and cross referencing.

Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.

Ability to hand write clearly and legibly.

Ability to speak clearly and articulately.

Excellent interpersonal skills, including the ability to work effectively with all levels of Firm personnel, clients and vendors, in person and on the telephone.

Strong customer service orientation.

Ability to work independently and as a team member.

Ability to exercise discretion.

Ability to be in the office on a daily basis, working a full day.

Becoming and remaining a Notary Public.

Essential Physical/Mental Demands

Ability to sit for extended period of time.

Ability to keyboard for extended period of time.