This role supports members of the Trusts and Estates Practice Group in our Portsmouth, NH office.  

Job 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.
• 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. 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 attorneys and clients.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Prepare bills monthly.  Edit and finalize bills to ensure accuracy.
• 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 material 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, preparation of expense reports, tracking CLE credits, etc.
• Work collaboratively with others across the firm to meet the needs of all firm attorneys.
• Follow up on requests made by attorneys, paralegals, and clients.
• Perform other functions as requested or needed.

Required Knowledge, Skills, and Abilities

• Ability to demonstrate a high degree of professionalism and interpersonal skills including maintaining positive contact with clients, attorneys, and coworkers.
• 2+ years prior experience in estate planning and administration.
• Bachelor’s degree preferred.
• Demonstrated ability to be a team player.  A can-do attitude.
• Strong problem solving skills.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint and databases.
• 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.

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

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 Staff Accountant is part of the accounting team responsible for the accurate generation of firm financial data. This position is responsible for the day-to-day preparation and recording of financial transactions including but not limited to accounts payable and receivable, cost allocations, general ledger analysis and month and year-end closings in accordance with accounting principles and firm policies. 

Core Responsibilities

• Ensure the timely and accurate recording of all accounts payable and receivable transactions
• Reconcile all credit card purchases to monthly statements
• Assist in preparing monthly financial statements
• Prepare and post journal entries by maintaining files and records, and reconciling accounts
• Ensure firm policies and procedures are followed and recommend proper techniques for discovering and preventing fraud
• Process monthly standard reporting
• Train to function as a backup for other functions within the Accounting Department
• Assist in the monthly, quarterly, and annual financial closing processes
• Participate in special projects as requested

Knowledge, Skills and Abilities Required

• Bachelor’s degree in accounting or finance
• A minimum of 2-3 years’ experience in accounting preferred
• Excellent organizational skills and attention to detail
• Strong ability to prioritize workload in order to meet tight deadlines 
• Strong written and verbal communication skills
• Intermediate to advanced MS Office: Outlook, Excel, Word

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.

This role supports our Portland, Maine-based Patent Practice Group.

Responsibilities Include:

• Opening new client matters
• Maintaining electronic patent prosecution files
• Preparing patent application filing documents, including application data sheets, declarations, powers of attorney, assignments, and PCT requests
• Managing the signature workflow for formal documents (e.g., declarations, assignments, and powers of attorney)
• Recording and filing documents with the USPTO
• Drafting reporting letters for incoming USPTO and non-US patent office documents as well as foreign agent correspondence
• Preparing office action response shells and attending to electronic filings of responses
• Drafting information disclosure statements and obtaining foreign art and non-patent literature
• Reviewing incoming documents for prior art to cite in information disclosure statements
• Corresponding with foreign agents
• Overseeing attorney dockets and calendars to ensure deadlines are met and actions are timely reported to clients
• Maintaining up-to-date knowledge of USPTO procedures
• Other duties as required

Required Knowledge, Skills and Abilities:

• Bachelor’s degree preferred
• Minimum of 2+ years of work experience supporting a patent prosecution practice
• Knowledge of U.S. and foreign patent filing and prosecution
• Knowledge of Word, Adobe, Excel, PowerPoint, standard patent docketing systems, and standard document management databases
• Proficiency in Patent Center and ePCT
• Consistent attention to detail

Relationship Management:

• Must work cooperatively and professionally with team members, foreign agents, and clients
• Work independently with minimal supervision to produce an accurate and well-documented work product often under time-sensitive scheduling where multiple projects are required concurrently
• Must timely complete administrative requests and inquiries
• Must balance workflow and appropriately prioritize
• Collaborate with the team to offer solutions and provide assistance as needed
• Must demonstrate the ability to maintain strict confidentiality of all firm and client information

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