JOB TITLE: Legal Assistant DEPARTMENT: Private Client Services OFFICE: PhiladelphiaOVERVIEW: Duane Morris LLP, a global law firm with 900+ attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.
SUMMARY: Under general supervision and according to established policies and procedures, performs a variety of secretarial and administrative duties for legal professionals in the Private Client Services practice with a focus on operational excellence and client service. Establishes and maintains positive relationships with attorneys, staff and clients and observes confidentiality of client and other firm matters.
ESSENTIAL FUNCTIONS
- Responsible for processing original client documents including copying, scanning, creating (and updating) binders, transmitting documents to clients and preparing for vault storage;
- Maintains and updates ongoing client document status spreadsheet.
- Proactively implements and maintains highly effective office organizational systems.
- Provides general administrative support to legal professionals including maintaining calendars and schedules and processing incoming and outgoing mail.
- Types and proofreads engagement letters, correspondence, memoranda and other administrative documentation.
- Acts as a witness at the signing of estate planning documents if necessary, having the ability to maintain good public relations with clients, as well as observing confidentiality and attorney/client relationships.
- Coordinates and schedules meetings, including booking conference rooms, arranging catering, printing documents, and coordinating schedules.
- Manages expenses, including processing expenses for legal professionals and business development expenses.
- Coordinates the filing of gift tax returns and other administrative filings in connection with ongoing estate and trust administration.
- Performs other administrative and support duties as assigned
QUALIFICATIONS
- (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):
- High School diploma (Associate’s or Bachelor’s Degree preferred) with at least 3-5 years of related administrative or legal assistant experience.
- Specific knowledge of estate and trust documents/terminology a plus.
- Strong organizational skills are imperative with the ability to organize and prioritize numerous tasks and complete them in a timely manner on an on-going basis, as well as under strict time constraints when necessary.
- Must possess a high level of technical competency on various job-related computer software packages and applications including MS Word, MS Outlook and MS Excel.
- Strong written communication skills with the ability to proofread material for grammatical, typographical and spelling errors required.
- Interpersonal skills necessary in order to communicate successfully either in person, by phone or through e-mail (including directly with clients). Must be able to follow instructions effectively from a diverse group of legal professionals and staff and provide information with professional courtesy and tact.
- Must be able to maintain discretion and confidentiality related to all functions.PA notary qualifications preferred
- Must be available to work onsite 5 days per week
- BENEFITS:Comprehensive healthcare, dental, vision, and prescription plans.
- Commuter, HSA and FSA spending accounts
- Short-term and long-term disability and life insurance coverage401k and Pension Plan22 PTO days, 11 paid holidays
- Employee Referral Bonus ($3,000.00)
- ACCOMMODATION STATEMENT:
- If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.CALIFORNIA APPLICANTS: Please visit our Privacy Notice and to learn about our information practices in the application and employment context.
- Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job.
- It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.
- In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time.
- The authority to make such changes rests with the Plan Administrator
