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Legal Assistant - Business
Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Legal Assistant is responsible for supporting a group of attorneys through the performance of substantive legal assistant duties and administrative tasks.
Essential Duties and Responsibilities:
Assist attorneys in all stages of business and commercial real estate transactions (i.e. forming corporations, limited liability companies, partnerships and other legal entities); commercial financing transactions; and healthcare law.
- Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
- Organize and maintain files from the inception of the case through completion, including electronic filing in the appropriate workspace folder in iManage.
- Identify most efficient and effective manner to complete tasks.
- Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
- A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and respond to filing or closing deadlines.
- Professional demeanor when engaging with attorneys, clients and firm personnel. Maintain a good working rapport with clients which requires discretion and judgment.
- Handle incoming and outgoing mail, faxes and scan documents.
- Maintains attorneys’ calendars and docketing, including planning and scheduling conferences; teleconferences; depositions; makes travel arrangements; recording and monitoring court appearance dates, pleadings and filing requirements. Maintain Outlook contacts for each attorney as appropriate.
- Maintain updated correspondence and pleadings files as to filing, indexing, and creating sub-files. Utilizing electronic resources as the predominate method of filing.
- Knowledge of the open/close file procedures to include conflict checks, new client procedures and proper closing procedures.
- Request reimbursement for attorneys through Emburse and for client costs through Accounts Payable.
- Keeps abreast of changes in litigation or transaction preparation requirements to facilitate accurate preparation of client documents. Use Pacer as required.
- Regular and predictable attendance is an essential function of the job.
Education and Experience Required:
- A high school diploma or equivalency is required; an associate degree, business school certificate or related education is preferred. Significant prior experience may be substituted for a combination of the educational requirements.
- Three+ years of legal assistant experience in business and/or commercial real estate is preferred.
Qualifications and Skills Required:
- Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
- Working knowledge of legal practices, terminology, documents and court procedures.
- Working knowledge of the firm’s litigation and transactional support tools.
- Ability to interact and communicate effectively in a business environment.
- Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
- Excellent typing, spelling, grammar, proofreading, transcription and general clerical skills.
- Ability to coordinate work activities; prepare legal correspondence and documents; organize and maintain files and records.
- Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.
Performance Measures:
The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:
- Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
- Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
- Dependability and cooperation with attorneys, clients and other support staff.
- Adherence to office policies and procedures.
- Professionalism and ability to communicate effectively and handle multiple priorities.
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