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

Provides legal administrative support for the Business Practice Group. Maintains positive contact with clients and coworkers; observes confidentiality in all client and firm-related matters.  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.
• Track and assist with completing documentary and administrative matters to be completed in connection with transactional matters; prepare and compile closing binders in connection with transactional matters.
• 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. 
• Sort, scan, distribute, and file incoming and outgoing mail promptly upon receipt several times a day.  Open and review materials as directed.
• 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 attorney and clients.
• Track compliance with continuing legal education requirements and report same to appropriate authorities.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Review, edit, and finalize bills to ensure accuracy of input.
• 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. 
• Coordinate mass mailings, including filings with state and federal courts.
• Perform a variety of administrative functions including processing new matter reports, preparing expense reports, updating closing binders, etc.

Knowledge, Skills and Abilities Required

• Three to five 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 problem solving skills.
• Ability to anticipate needs of attorneys and paralegals.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel, Outlook, PowerPoint, and databases.
• Excellent written and oral communication skills.

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
• Prepare exhibits for depositions, court filings, and trials.
• Assess and review documents, prepare deposition summaries or digests, prepare chronologies and fact summaries, and otherwise manage both incoming and outgoing document productions and other case information.
• Assist in preparing graphics and other demonstrative exhibits. 
• Draft pleadings, proofreading and editing documents for grammatical, typographical and spelling errors. Must be able to create a Table of Contents and/or Table of Authorities as needed.
• Review Local Rules of Courts in order to properly prepare and file/e-file pleadings in a particular state/district.
• Manage schedules, including maintaining calendar of meetings and business trips, gathering and preparing necessary materials in advance of commitments, and otherwise coordinating schedule commitments. 
• 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, scan, and distribute incoming and outgoing mail promptly upon receipt.  Open, review, and calendar pleadings and materials as directed.
• Draft and edit correspondence, documents, memoranda, and project work in the production of legal documents. Draft routine correspondence and pleadings for attorney review and signature.
• Coordinate conferences, meetings, appointments, and depositions for attorneys and clients including conference room scheduling, meals, beverages, preparing materials, and greeting clients. Coordinate seminar registration and travel arrangements, securing air, hotel, and car reservations for attorneys (and possibly clients).
• Prepare bills monthly and distribute to other attorneys for review as needed.  Edit and finalize bills to ensure accuracy.
• Submit conflict checks through the automated system for review by attorneys, to ensure attorney and firm ability to represent potential client.
• Set up, organize, and maintain firm files in electronic and/or paper form. Read and review material to be filed, filing documents in proper locations, and retrieving documents and files when requested. Designate disposition of files to either form files, attorney files, or finish files as appropriate. Enter closed files on firm’s finish file database. 
• Perform a variety of administrative functions, including 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 and/or associate’s degree with relevant work experience.
• Strong problem-solving skills.
• Demonstrated ability to be a team player.  A can-do attitude.
• 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.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• 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.
• Flexibility to work extended hours as needed.

• 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.

Job Summary

Provides legal administrative support for the Trust and Estates Practice Group. Maintains positive contact with clients and coworkers, and observes confidentiality in all client and firm-related matters. 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.
• 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 attorney 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. 
• Coordinate mass mailings, including filings with the state, bankruptcy, and federal courts.
• Perform a variety of administrative functions, including processing new matter reports, preparing expense reports, tracking CLE credits, etc.
• Work collaboratively with others across the firm to meet the needs of attorneys firmwide.
• Follow up on requests made by attorneys, paralegals, and clients.
• Perform other functions as requested or needed.

Knowledge, Skills and Abilities Required

• Ability to demonstrate a high degree of professionalism and interpersonal skills, 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 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