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, paralegals and other support staff members in the Real Estate practice group. Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters.  Key job responsibilities include: setting up all new matter reports, performing conflict checks, providing back-up billing assistance, handling and processing order invoices, print and copy jobs, conference room reservations and meeting coordination, file room upkeep and organization, stocking and maintaining supplies in attorney work area, drafting deeds/ancillary loan documents, filing all UCC statements, uploading closing binder cd’s/sending out all closing binder to cd’s & original documents to clients, requesting discharges/other documents for title defects, calling tax collector/assessor offices for closings, using First American website to locate title policies, using Registry of Deeds website to find deeds/mortgages as needed, sending overnight mail items, arranging for courier pick-ups and hand deliveries, answering the phone, sending out original documents to lenders.

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, 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 across the firm to meet the needs of attorneys across the firm.
• Follow up on requests made by attorneys, paralegals and clients.
• Download and save diligence materials from various dropbox and other web related site.
• Initial drafts of conveyance documents/redlines – (redlines are a big one for our team).
• Prepare final versions of conveyance and loan documents.
• Draft closing binders/work directly with clients to provide miscellaneous documents/closing binders.
• Filing UCC statements.
• Using First American website to locate title policies.
• Sending out original documents to lenders.
• 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

• A minimum of 3-5 years of relevant commercial real estate legal admin experience is required.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• 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.
• 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.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.
• Ability to work more than 37.5 hours when required to complete specific projects or tasks.
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.

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

Pierce Atwood LLP seeks an experienced legal administrative assistant to join the Real Estate Group in its Portland, ME office.  Applicants must have strong organizational ability, a pro-active attitude, a keen focus on accuracy and work well with colleagues.  This position offers collegial working environment in the Portland office of a mid-sized law firm based in the Northeast.  A minimum of 3-5 years of relevant real estate legal admin experience is required.

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

Job Summary

Under general supervision and according to established policies and procedures, performs administrative duties in support of attorneys in the IP Practice area.  Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters.

Responsibilities Include

• Open new client matters and maintain electronic files;
• Format, proofread, and file U.S. and PCT patent applications and attend to new electronic filings;
• Prepare formal documents such as Declarations/Powers of Attorney and Assignments;
• Report patent filings status and other documentation updates to clients as necessary;
• Respond to formal Notices such as Notices to File Missing Parts & Notices to File Corrected Application Papers;
• Attend to Assignment Recordations;
• Attend to preparation of Information Disclosure Statements and electronic filing of same;
• Assist with preparation of Office Action responses and attend to electronic filing of same;
• Correspond with foreign agents and clients concerning actions due;
• Maintain attorney dockets and calendars to ensure deadlines are timely met;
• Review official Letters Patents and attend to corrections if necessary;
• Attend to transfer of patent files and maintenance of off-site storage including physical and electronic files; and
• Other duties as required.

Knowledge, Skills and Abilities Required

• Bachelor’s degree preferred and/or Associates degree with relevant work experience
• Minimum of 3 years patent prosecution experience, preferably in a large law firm or in-house legal department
• Knowledge of U.S. and foreign patent filing and prosecution
• Knowledge of MS Word, Excel, PowerPoint, standard patent docketing and management systems (such as CPI, IPDAS, Patent Bots), and standard document management databases (iManage) preferred
   

Relationship Management

• Must work cooperatively and professionally with team members;
• Must work cooperatively and professionally with foreign agents and clients;
• Must balance workflow and appropriately prioritize;
• Must work with team members to offer solutions as issues arise;
• Must be willing to participate in practice group business development meetings and focus group meetings;
• Must take initiative to complete any requests and inquiries of an administrative nature.
• Must 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; and
• Must demonstrate the ability to maintain strict confidentiality of the firm’s and its clients’ information.

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

Job Summary

Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys in the Trust and Estates practice group.

General Position 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. Open and review materials as directed.
• 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, apprising attorney of responsibilities in advance of commitment.
• Enter 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.  Designate disposition of files to either form files, attorney files or finish files as appropriate.
• Coordinate mailings, including filings with the state, probate and federal courts.
• 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 attorneys across the firm.
• Perform other functions as requested or needed.

Knowledge and Skills

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• Demonstrated ability to be a team player.  A can-do attitude.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Strong problem solving and multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.

Education and Experience

• Associate or Bachelor’s degree preferred.
• 3-5 years of experience as an administrative assistant in the professional services industry.

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