Legal Administrative Assistant

Seeking a Legal Administrative Assistant to join a busy IP and Trademark team. This role is responsible for providing high level secretarial and administrative support to attorneys and other members of the practice group including the day-to-day administrative functions, including managing attorney calendars, maintaining department files, making travel arrangements, drafting client communications, and scheduling phone and video conferences.

Client Details

A prestigious law firm with a long-standing reputation for providing top-tier legal services. This firm has grown into a global law firm with a presence in major financial centers, including New York, Washington, D.

C., Chicago, Los Angeles, and more.

Description

• Draft engagement letters and submit them to potential clients.
• Process new client and matter cases into the in-house database for conflict checks.
• Prepare, edit, proofread, and maintain various legal documents and files for attorney review as needed.
• Draft and edit legal documents, run compares (redlines), and prepare Table of Authorities (TOAs) and Table of Contents (TOCs).
• Transcribe information from typed or handwritten notes or dictation.
• Develop and maintain the practice group's annual budget, updating it as necessary.
• Greet clients and visitors, maintain good public relations, and observe the confidentiality of the attorney-client relationship.
• Liaise with team members to ensure compliance with client filings and regulatory requirements.
• Prepare, process, and track check requests, reimbursement requests, and invoices for attorneys and the practice group.
• Coordinate all aspects of attorney travel arrangements, prepare travel itineraries, process travel reimbursements, and maintain Outlook calendars.
• Monitor and ensure crucial due dates for attorneys are met.
• Maintain client and general files, assume responsibility for all phases of document control, and handle internal client communications.
• Assist in preparing, creating, and proofreading PowerPoint presentations and other materials.
• Prepare documents for scanning, filing, faxing, emailing, or mailing, including envelopes, labels, FedEx / UPS forms, and fax cover sheets.
• Maintain client lists, contact lists, and other electronic databases.
• Answer multiple phone lines and route calls appropriately.
• Assist with meeting planning and support, including booking conference rooms and arranging catering for client meetings.
• Process and post attorneys' time entries, assist with client billing, prepare draft bills, review and edit pre-bills, and liaise with finance on billing and collections.
• Provide coverage for legal administrative absences and assist with overflow work.
• Perform legal research, special projects, and assignments as required.
• Perform any other duties necessary for the efficient functioning to support various attorneys.

Profile

• Bachelor's degree and 3-7 years of equivalent work experience required; trademark experience is a plus.
• Strong computer skills, including proficiency in Microsoft Word, Teams, Excel, and PowerPoint.
• Experience with document management, time management, and invoicing systems required. Prior experience with CMS / Aderant, including components like Pre-View Biller, Expert Time, Chrome River, and NetDocs, is a plus.
• Exceptional written and verbal communication skills.
• Experience providing wide-ranging administrative support to multiple team members, including remote attorneys.
• Ability to prepare an accurate and highly detailed work product with excellent editing and proofreading skills.
• Ability to work independently, take initiative in a team environment, and handle and prioritize overlapping and conflicting work assignments.
• General knowledge of firm accounting practices related to attorney time entries and client billing, with Aderant Expert experience preferred.
• Ability to exercise critical thinking, problem-solving, and judgment.
• Ability to respond to competing demands with flexibility and adaptability.
• Ability to work in a team environment with attorneys and colleagues.
• Detail-oriented with the ability to handle multiple projects simultaneously and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information according to practice group guidelines.
• Flexibility to work overtime when required.

Job Offer

Direct-hire position offering competitive compensation.

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law.

MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.