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Business Section Legal Administrative Assistant - Washington, D.C.

Supports attorneys and paralegals through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and the legal process.  This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills (both written and oral), and the ability to multi-task while also adapting to changes in deadlines and changes in the nature of the assignment.  Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, DTE, CMS, PDF scanning, HotDocs, Nuance, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, and ability to learn and use advanced software applications.

Responsibilities

The following are duties and responsibilities representative of this position and are not intended to be inclusive:

  • Independently perform full range of administrative support
  • Answer, screen and forward telephone calls; assist and provide information, as appropriate
  • Calendar management, requiring interaction with both internal and external clients; schedule and coordinate conference calls, meetings, appointments and travel
  • Proactively manage contacts in Outlook and the firm’s contact management system (InterAction)
  • Type, edit, format and proofread a variety of moderate to complex documents
  • Prepare, compose and assemble documentation into proper legal format based on court and government agency requirements and from established departmental procedures and/or general instruction ensuring the proper inclusion of correct attachments, exhibits and enclosures
  • Create, edit, format and proofread basic PowerPoint presentations and Excel worksheets
  • Assemble and electronically file documents with courts and agencies on behalf of an attorney or paralegal
  • File management and organization (both digital and paper).  Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for Virtual Files and document naming conventions
  • Submit requests for invoice payments, checks and expense reimbursements
  • Understand month-end closing schedule and ensure recorded time is released in DTE to meet closing deadlines
  • Edit billing narratives according to Firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
  • Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake “NBI” stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
  • Locate on the Portal: timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
  • Use QuickLook to obtain financial and other information
  • Basic Lexis and internet research
  • Small photocopy jobs and scanning
  • Receive, sort and distribute incoming mail
  • Delegate work to firm resources to effectively complete work assignments
  • Work with other timekeepers and legal administrative assistants when required to complete assignments and meet deadlines
  • Anticipate the needs of timekeepers to enable them to focus on client/firm related matters
  • Assist with special projects and other duties as required
  • Familiarize new attorneys and staff with firm structure and resources

Qualifications/Requirements

  • Minimum five years of legal secretarial experience
  • Experience in handling a wide range of administrative and executive support related tasks
  • Ability to support multiple timekeepers in a fast paced, changing environment
  • Excellent calendar management skills
  • Experience making travel arrangements
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Outstanding client service and decision-making skills
  • Excellent spelling, grammar and strong, accurate typing skills (minimum 55 wpm)
  • Familiarity with procedures of courts and regulatory agencies
  • Ability to work independently, with minimum supervision while also contributing to a team
  • Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
  • Thorough knowledge of legal terminology, documents and procedures
  • Advanced word processing skills (use of styles, tracking, sophisticated mail merges, outline numbering, pagination, headers and footers, creating tables and document comparisons)
  • Experience with working in Excel to create spreadsheets, including simple formulas and formatting
  • Experience with creating and editing PowerPoint presentations, including incorporating transitions and builds
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Ability to learn and use advanced software programs and new technology and desire to seek and attend training to improve skills
  • Flexibility to work overtime, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Good understanding of basic business relationships and client confidentiality principles
  • Punctual and reliable