Pierce Atwood is seeking an experienced Benefits Manager. The successful applicant will have demonstrated knowledge and experience that includes health and welfare benefits, retirement plan administration, leave administration, HRIS, and compliance.

This is a hands-on role and functions as a consultative business partner to leadership, management, staff, and external partners. The Benefits Manager is responsible for the overall day-to-day management of the firm’s benefits programs and works closely with the HR Director and Payroll/Finance Department.

RESPONSIBILITIES

• Design and lead Open Enrollment: selection of plans, cost management, including administration, data accuracy of benefit information, event planning, and communications.
• Develop and deliver educational materials, presentations, and communication strategies to enhance employees' understanding of benefits offerings and encourage participation.
• Onboard and consult with employees regarding eligibility for benefits in accordance with firm guidelines. Respond to inquiries, troubleshoot benefit issues, and resolve conflicts.
• Oversee workers' compensation and unemployment processes.

• Oversee Flexible Spending Account and Health Savings Account administration.
• Manage the accuracy and consistency of all benefits materials including benefit plan documents, SPDs, Benefits Guides and all associated materials.
• Oversee 401(k) retirement plan administration, including scheduling and attending quarterly investment committee meetings, communications, and compliance.
• Manage the firm’s leave programs and administration.
• Manage the firm’s COBRA vendor.
• Ensure compliance with all programs including auditing enrollment, payroll deductions, leave administration, reporting, etc.
• Ensure that benefit plan documentation, contracts, and amendments follow federal, state, and local requirements including compliance with all government regulations, including ERISA reporting and disclosure requirements, FMLA, COBRA, HIPAA, FLSA, IRS, DOL, Health Care Reform, non-discrimination testing, transparency, and mental health parity regulations.
• Collaborate with the firm’s benefits vendors and payroll for implementation, design, and maintenance of benefits administration within the HRIS system.
• Understand benefits contracts and work with vendors on agreement/renewal negotiations and terms.
• Reconcile and pay monthly benefit invoices.

REQUIREMENTS

• 5+ years of benefits experience ideally in a professional service organization.
• Bachelor’s degree.
• Knowledge of federal and state regulations, filing and compliance requirements that apply to benefit programs (ERISA, FMLA, COBRA, HIPAA, ACA, Section 125).

• Strong knowledge of benefit plans, including HSA, FSA, 401k, medical, dental, vision, STD/LTD, and ADD/Life.
• Ability to use discretion and sound judgment in managing complex processes, decisions, and handling sensitive information.
• Flexible and proactive problem solver adept at achieving results in a team oriented and collaborative environment.
• Strong organizational skills and ability to manage competing priorities.
• Comfortable working hands-on to get things done and to quickly shift to complex strategy discussions.
• Excellent written and verbal communications skills.
• Strong analytical skills - the ability to synthesize data and develop insights.
• Advanced Excel and PowerPoint skills.
• Knowledge of leave management/leave compliance: short- and long-term disability, FLMA, workers’ compensation, paid sick leave, and state family & medical leaves.
• Knowledge of defined contribution retirement plan administration.

To apply, please submit your resume and cover letter to Heather Higgins at hhiggins@pierceatwood.com.

Job Summary

The marketing coordinator plays a key role on our marketing and business development team by coordinating and executing projects and events while interacting with attorneys across all offices and practices. The type of work runs the gamut from marketing to sales support to communications. This includes areas such as firm events, advertising planning, implementation, and tracking, website updates, website analytics tracking, pitches, RFPs, CRM related work, and market research.  This position is a key member of a five-person marketing and business development team that works together closely and collaboratively every day.  The right person will enjoy multitasking and a wide range of assignments. This position is located in Boston, MA.  Occasional interoffice travel is required.

Responsibilities

• Coordinate business development events.
• Coordinate sponsorships with outside organizations.
• Produce and distribute firm alerts.
• Maintain ad placement and creative schedule and contribute to creative strategy.
• Handle reprints and permissions of published material.
• Coordinate reports for practice group leaders.
• Assist with social media program.
• Produce certain collateral materials.
• Produce occasional PPT presentations.
• Use firm’s CMS for website updates, revisions, and postings.
• Produce basic proposals and pitches and contribute to custom pitches.
• Help with onboarding new attorneys.
• Coordinate shoots with photographers and videographers.
• Serve as marketing liaison for certain practice groups.
• Assist in coordinating submissions for Chambers and Best Lawyers.
• Research and assist with attorney engagement opportunities – sponsorship, speaking, publishing, etc.
• Respond to firm surveys from a wide range of business and legal publications.
• Tracking and reporting website and digital advertising analytics.

Knowledge, Skills and Abilities Required

• Four-year degree required, preferably in marketing, communications, or related field.
• 3+ years experience in marketing, sales support, or communications.
• Law firm or professional services firm experience strongly preferred.
• Excellent written and oral communication skills.
• Excellent project management skills.
• Excellent organizational skills.
• Ability to use PowerPoint, Word, and Excel effectively. Adobe Creative Suite a plus.
• Experience with marketing technology solutions (website content management systems, marketing automation, Google Analytics 4, CRM) is preferred but not required.

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com

Job Summary

We’re looking for a proactive, detail-oriented Legal Administrative Assistant to support our Business Practice Group in Portland, Maine. In this role, you'll be an essential part of our legal team—keeping things organized, ensuring deadlines are met, and helping our attorneys and clients stay on track. You’ll work closely with great people and handle a variety of tasks that keep our deals and daily work moving smoothly.

Responsibilities

• Proof and polish documents to make sure they’re error-free and ready to go
• Help manage timelines and keep track of important transactional documents
• Finalize and send out documents to clients, attorneys, and internal teams
• Prepare closing binders and help wrap up deals
• Answer and route calls, and lend a hand when attorneys are unavailable
• Handle mail—scanning, sorting, distributing, and filing it throughout the day
• Edit and draft correspondence and legal documents
• Set up meetings and coordinate schedules for attorneys and clients
• Assist with planning travel, seminars, and events
• Keep track of attorneys’ continuing education requirements
• Maintain calendars and remind attorneys about upcoming commitments
• Review and finalize client billing
• Help with conflict checks for new clients
• Organize and manage both paper and electronic files
• Take care of other administrative tasks like expense reports and matter reports

Knowledge, Skills and Abilities Required

• 3–5 years of administrative experience (law firm experience is a plus)
• Bachelor’s degree preferred
• Strong organizational skills and attention to detail
• A positive, can-do attitude and team-oriented mindset
• Excellent communication and people skills—you enjoy working with others
• Solid problem-solving abilities and the foresight to anticipate needs
• Strong tech skills—Microsoft Word (intermediate to advanced), Excel, Outlook, PowerPoint, and general database experience
• Discretion and professionalism—you know how to handle confidential info

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.

Position Summary
This role supports the members of the Litigation Practice Group and coordinates all aspects of litigation matters from initial intake through final disposition. This position is based in the Portland, Maine office.     

Responsibilities

• Assist with presentations at trials, depositions, hearings, and other court proceedings.
• Attend client meetings and phone calls and prepare summaries
• Draft, proofread, and edit documents for grammatical, typographical, and spelling errors. Ability to create a Table of Contents and/or Table of Authorities as needed.
• Manage schedules, including maintaining calendar of meetings and business trips, gathering and preparing necessary materials in advance of commitments, and otherwise coordinating schedule obligations. 
• Receive, screen, and route incoming telephone calls, conference calls, and messages to attorneys, clients, and staff promptly.
• Sort, scan, and distribute incoming and outgoing mail promptly upon receipt. Open, review, and calendar pleadings and materials as directed.
• Coordinate conferences, meetings, appointments, and depositions for attorneys and clients including conference room scheduling, meals, beverages, preparing materials, and greeting clients.
• Prepare bills monthly and distribute to other attorneys for review as needed. Edit and finalize bills to ensure accuracy.
• Set up, organize, and maintain firm files in electronic and/or paper form.
• Perform a variety of administrative functions, including submitting conflict checks, processing new matter reports, drafting engagement letters, calendaring deadlines on firm’s electronic database, preparing attorney expense reimbursements, tracking attorney CLE credits and bar registrations, etc.

Knowledge, Skills, and Abilities Required

• Bachelor’s degree or equivalent professional work experience.
• 2+ years of administrative assistant work experience preferred.
• Excellent written and oral communication skills.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys, and coworkers.
• Strong technical aptitude. Intermediate Microsoft Word, Excel, Adobe, Teams, and PowerPoint skills required, with advanced skills preferred.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to perform online research (for the background of a case, parties involved, individuals’ addresses, etc.).

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.

Job Summary
This Legal Administrative Assistant role supports the members of the Tax Practice Group and coordinates all aspects of tax matters. This position is based in the Portland, Maine office.   

Responsibilities

• Proofread and edit documents for grammatical, typographical, and spelling errors.  Finalize and distribute to clients, attorneys, and staff. Ensure deadlines are anticipated and met.
• Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials, and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel, and car reservations for attorney and clients.
• Coordinate mass mailings, including filings with the state.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Assist attorneys with the review, edit, and finalization of client bills to ensure accuracy of input. 
• Anticipate the business needs of the assigned attorneys; plans ahead and meets deadlines.
• Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• Set up, organize, and maintain firm files. Read and review materials to be filed, file documents in proper files, and retrieve documents and files when requested. 
• Perform a variety of administrative functions including processing new matter reports, preparing expense reports, tracking CLE credits, etc.

Knowledge, Skills and Abilities Required

• Two to three years relevant law firm experience.
• Bachelor’s degree preferred.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and coworkers.
• Demonstrated ability to be a team player. A can-do attitude. 
• Strong technical aptitude. Advanced Microsoft Word skills required.  Proficiency with Microsoft Excel, Outlook, PowerPoint, and databases.
• Excellent written and oral communication skills.
• Flexibility to work extended hours as needed.

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.

Pierce Atwood LLP seeks an experienced legal administrative assistant to join its Real Estate Practice Group. Applicants must have strong organizational ability, a proactive attitude, a keen focus on accuracy, and work well with colleagues. Real estate experience preferred. Position offers a collegial working environment in the Portland, Maine office of a midsized law firm based in the Northeast, and requires five days in office. To apply, please submit your cover letter and resume to Maria Gaetani, mgaetani@pierceatwood.com