Job Summary
Under general supervision and according to established policies and procedures, the Legal Administrative Assistant performs a variety of administrative and secretarial duties in support of attorneys in the Real Estate and Environmental practice groups. Maintains positive contact with clients and co-workers, and observes confidentiality in all client and firm matters. Key job responsibilities include: supporting title attorneys, title paralegals and Title Company, opening and maintaining title files, preparing and revising title commitments, searching for and retrieving recorded documents on registry websites; e-recording documents, calling tax assessors for tax information, preparing closing documents and closing binders, performing conflict checks and opening new matter reports, researching various environmental websites for information, maintaining weekly reminders for updates on environmental issues, and tracking environmental practice group meetings.
General Position Responsibilities:
- Collect appropriate information/data in regards to opening new matter reports for incoming work.
- Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
- Proofread and edit documents for grammatical, typographical and spelling errors. Finalize and distribute to clients, attorneys and staff. Ensure deadlines are anticipated and met.
- Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients and staff promptly. Assist callers as appropriate in attorney’s absence. Refer callers to other attorneys and respond to inquiries when appropriate.
- Sort, date stamp and distribute incoming and outgoing mail promptly upon receipt several times a day. Open and review materials as directed.
- Transcribe and edit correspondence, documents, memoranda, and project work in the production of legal documents. Carry out instructions from tapes, verbal and/or handwritten materials. Compose routine correspondence for attorney signature.
- 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.
- Maintain calendar of meetings and business trips according to the methods preferred by each attorney, apprising attorney of responsibilities in advance of commitment.
- Set up, organize and maintain firm files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files or finish files as appropriate.
- Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
- Employ firm applications efficiently and effectively to process work.
- Work collaboratively with others in the real estate group, including other administrative assistants, as well as others across the firm to meet the needs of attorneys across the firm.
- Follow up on requests made by attorneys, paralegals and clients.
- Assist other attorneys or staff in performing secretarial functions as requested or needed.
- Perform other functions as requested or needed.
Knowledge, Skills and Abilities Required
- Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
- Experience preparing and revising title insurance commitments and title insurance policies in support of attorneys and paralegals.
- Experience creating and maintaining title files.
- Experience with on-line registry searching and strong knowledge of the New Hampshire registry system.
- Demonstrated ability to be a team player. A can-do, positive attitude.
- Strong problem solving skills.
- Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Excellent written and oral communication skills.
- Ability to pay close attention to detail to ensure the highest quality work product for the client.
- Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
- Knowledge of general office or law office policies and procedures which enable the production of thorough and accurate results with minimal supervision.
- Ability to learn quickly and adapt to changing computer applications.
- Ability to proofread typed materials for contextual grammatical, typographical and spelling errors.
- Ability to work more than 37.5 hours when required to complete specific projects or tasks.
Please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.
