Real Estate & Business Practice Groups Legal Administrative Assistant - Portsmouth, NH

Real Estate & Business Practice Groups Legal Administrative Assistant - Portsmouth, NH

This role supports members of our Real Estate and Business Practice Groups in our Portsmouth, NH office.

• Proofread and edit documents for grammatical, typographical, and spelling errors. Ensure deadlines are anticipated and met.
  
• Track and assist with completing documentary and administrative matters 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. Refer callers to other attorneys and respond to inquiries when appropriate.
  
• Sort, scan, distribute, and file 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, preparing 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.
  
• 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. Designate disposition of files to either form files, attorney files, or finish files as appropriate.
  
• 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.
  
• 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.
  

• 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.
  
• Detail focused, ensuring the highest quality work product for the client.
  
• Ability to work independently and locate information from internet, court, and other public sources.
  
• 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 that enable the production of thorough and accurate results with minimal supervision.
  
• Two or more years relevant law firm or professional services experience.
  
• Ability to work more than 37.5 hours when required to complete specific projects or tasks.
  

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