Administrative Legal Assistant

Gladd, Maguire, Allen, Brown & Wakeman (formerly Atkinson, Brittingham, Gladd, Fiasco & Edmonds) is seeking a Administrative Legal Assistant who will work under the direction of the attorneys and paralegals to whom they are assigned and provide a wide range of practice-specific administrative and clerical support. Responsibilities include but is not limited to drafting, formatting, and filing legal documents, data entry, docket management, client communication, calendar maintenance, performing basic research, and maintaining client files throughout the life-cycle of the matter. Although this position supports a primary group of assigned attorneys and/or paralegals, they must be able to work collaboratively and cooperatively with others in a team-oriented environment so that adequate back-up and overflow support is provided when the need arises.

Reports to:

This position reports to the Office Manager, as well as their assigned attorneys and/or paralegals.

Essential Job Functions:

Prepares and processes correspondence and memoranda as well as complex legal documents such as pleadings, summonses, complaints, motions, and subpoenas. Composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Completes revisions and prepares redline documents as directed. Submits documents for e-filing as required. Demonstrates capability of researching local court rules to ensure proper methods of e-filing.

Performs various clerical duties such as reviews, scans and routes incoming mail; prepares outgoing mail; arranges for specialized overnight mail or messenger service; coordinates activities with courthouse runner; maintains and updates contacts and addresses; scans and photocopies materials; creates document binders or electronic copy of pleadings, and keeps current with attorneys deadlines and caseloads.

Maintains electronic client and firm administrative files according to the Firm’s digital file management guidelines, as well as paper files, as necessary, and other records.

Manages attorney calendars, including scheduling appointments and other tasks related to calendar/docket due dates; schedules and coordinates internal/external meetings, conferences, depositions, including all organization and logistics, as well as travel arrangements. Interacts with various courts, clients, vendors, lawyers and staff and maintains good relations with each.

Processes check requests.

Demonstrates effective teamwork attitude and provides assistance to other legal assistants, attorneys and paralegals.

Assists with trial support duties such as preparing exhibits, bates labeling, redacting, making trial binders.

Flexible to meet the needs of each individual attorney to support their practice and/or to support the specific needs of a case.

Reliable and predictable attendance. Occasional overtime work may be required.

Request conflict checks, open new client matters.

Computer/Technical Skills:

Knowledge of MS Word, Excel, Outlook and Adobe Pro.

Operates standard office equipment such as telephone, conferencing equipment, photocopiers, scanners, etc.

Client Service Skills:

Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.

Projects a helpful, positive and professional mannerism.

Uses appropriate judgment and discretion when dealing with sensitive, confidential information.

Working Environment:

Capable, while working under pressure, to meet tight or multi-project deadlines and/or to shift last minute projects effectively into your workload.

Able to work independently, efficiently and effectively within a team environment.

Ability to handle stressful situations in a professional and courteous manner.

Qualifications:

Proactive

Knowledge of local, out-of-state and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)

Strong time management skills and ability to multi-task

Knowledge of office procedures and legal terminology

Exhibit great attention to detail; strong proofreading skills

Education and Experience:

Two years of relevant litigation work experience required.

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Work Location: In person