Legal professionals choose to work at Pierce Atwood for many reasons. For some it's the opportunity to work at a successful firm with a first-class national reputation, for others it's the chance to work on interesting matters from small, local clients to large, national or international clients, and for many it's to work with smart people who value collaboration and collegiality.

Pierce Atwood LLP seeks an experienced legal administrative assistant to join our Real Estate Practice Group.

Applicants must have strong organizational skills, a proactive attitude, a keen focus on accuracy, and work well with colleagues. Real estate experience preferred. This position offers a collegial working environment in the Portland office of a midsized law firm based in the Northeast. To apply, please email your cover letter and resume to Maria Howson at mhowson@pierceatwood.com.

The receptionist is an onsite, full-time, non-exempt position responsible for the operation of the firm’s lobby, reception area, and conference center in Portland, Maine. This position reports to the Director of Office Services and is onsite five days a week (Monday-Friday) from 8:30am-5pm.

Responsibilities

  • Direct all incoming calls promptly and accurately to the appropriate attorneys and staff members. Conduct all telephone communication in an efficient, professional, confidential, and courteous manner.
  • Greet all visitors and clients to the office in a pleasant and professional manner, obtaining the relevant information necessary to contact the designated recipient.
  • Receive all delivered items and arrange for delivery to the designated recipient.
  • Schedule and maintain records for conference room use. Coordinate the appropriate configurations for the multi-use conference room and help resolve conference room scheduling conflicts.
  • Coordinate and collaborate with hospitality concierge to ensure smooth operation of daily conferences. Assist with room setups including configuration and catering arrangements. Ensure timely ordering and availability of linens for future needs.
  • Assist firm members from other offices with reserving conference rooms and visitor offices.
  • Maintain neatness and appearance of reception and nearby lobby areas.
  • Coordinate with property management for necessary repairs throughout the office. Coordinate vendor and contractor support as needed.
  • Assist Director of Office Services with managing access cards and the firm access card systems, programming doors and cards as needed and occasionally making recommendations to suspend access or assign new cards.
  • Assist Director of Office Services with managing onsite parking.
  • Assist secretarial and administrative staff with various projects as needed.
  • Other duties as assigned.

Required Knowledge, Skills, and Abilities

  • Minimum of 3-5 years of experience dealing with the public in a busy office setting.
  • Proficiency with computer-based phone, voicemail, and auto attendant systems.
  • Experience managing a busy phone system, occasionally handling simultaneous calls for the firm’s multiple offices.
  • Computer proficiency that includes MS Office, email, and internet-based applications. Access control software experience is a plus.
  • Strong verbal and written communication skills.
  • Ability to interact with all visitors and callers, and provide information in an efficient, professional, confidential, and courteous manner.
  • Ability to think and act quickly while maintaining a calm, controlled environment.
  • Ability to solve problems and pursue solutions.

To apply, please email your cover letter and resume to Maria Howson at mhowson@pierceatwood.com.

Pierce Atwood LLP has a great opportunity for a full-time Legal Administrative Assistant to join our Trusts & Estates Practice Group in Providence, RI. Qualified candidates will have a minimum of 2-3 years of law firm experience (trusts & estates experience preferred), possess excellent communication skills, both written and verbal, as well as a high level of proficiency with Microsoft Office. The ability to multitask in a fast-paced environment while keeping attention to detail and accuracy is critical to the success of this role.

Essential duties and responsibilities include the following:

  • Open and maintain client files
  • Sort, prioritize, and scan daily incoming mail using document management software
  • Prepare correspondence and legal documents as instructed by partners and associates
  • Work in cooperation with scheduling assistant to coordinate attorney calendars and required accommodations, as well as to maintain Client Status Chart with up-to-date information regarding outstanding information, necessary follow-up, etc.
  • Serve as a witness at client signing meetings
  • Perform other duties and responsibilities as deemed necessary by partners, associates, and office manager

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