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A global law firm seeks a Corporate Legal Assistant for their Miami office.
Key Responsibilities And Essential Job Functions
- Communicate effectively and professionally with clients, lawyers, and co-workers via email, by telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members, and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
- Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
- Schedule domestic and foreign travel through Firm travel system, including flights, hotels, and/or car rentals.
- Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
- Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
- Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
- Open, prioritize, and distribute mail (both paper and electronic), coordinate mailings, deliveries, copying, scanning, and printing, when appropriate.
- Enter and manage work requests from lawyers in the Firm’s workflow tool and complete according to provided deadline(s).
- Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments, including office services, the IT Help Desk, document services, accounting, billing, and records.
- Perform all file maintenance, including saving documents to the document management system.
- Assist lawyers with time entry, billing, and collection, as needed.
- Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner.
- Perform clerical duties for non-legal departments, as needed.
- Special projects and duties as assigned.
Required Skills
- Advanced knowledge of Microsoft Office Suite and Adobe.
- Experience with document management systems.
- Experience with electronic signature software programs.
- Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
- Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
- Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
- Ability to take direction and work independently with little supervision.
- Ability to effectively work well with others.
- Effective and professional interpersonal and communication skills.
- Ability to write clearly and professionally, with excellent proofing skills.
- Strong work ethic with ability and commitment to maintain confidentiality.
Required Qualifications & Education
- Bachelor’s degree
- 10+ years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.
Benefits: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.
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