Practice Assistant (Litigation) – Saul Ewing LLP

Job Description

POSITION SUMMARY: Saul Ewing is seeking an experienced Practice Assistant to sit in its New York office. The individual in this role will be responsible for the administrative support for assigned attorneys within the litigation department. Duties include creating and editing documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses,entering time, answering incoming calls, coordinating meetings, managing attorney’s contacts, and maintaining calendars.ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES:• Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and timeliness of final work product. • Review bills for accuracy and prepare transmittal letters to clients.• Establish, update and maintain client and internal files, including saving and organizing documents in the firm’s document management system. Retrieve information from files when needed.• Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed.• Reconcile and submit attorney expenses.• Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments. Coordination may include restaurant research and booking, ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, etc.• Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries.• Maintain attorneys’ contacts, including adding contacts to the firm’s CRM system and appropriate mailing lists and working with attorneys to keep contact information updated. • Process client matter intake forms.• Make photocopies and scan documents as needed.• Perform additional administrative tasks as requested, including time entry, managing electronic signatures, maintaining credentials, basic internet research, and tracking and reporting CLE hours.• Manage and secure travel arrangements• Cover reception desk if needed. • Retrieve documents from State, Civil and Federal CourtsSKILLS AND QUALIFICATIONS:• Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint • Typing skills of 60+ wpm.• Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism.• Strong client service skills• The ability to meet deadlines, handle a high volume of work timely and accurately and display strong organizational skills.EDUCATION/EXPERIENCE:• High School Diploma or GED.• 5+ years of legal administrative assistant experience supporting litigators Docketing experience a plus• E-filing experience at both the state and federal level • New York notary is a plus• Experience with document management, time and billing, and client matter intakePHYSICAL DEMANDS OF POSITION:• Work is performed in a professional office environment and requires the following during the work day:• Must be able to remain in a stationary position for long periods of time (working at a computer)• Repetitive movement (i.e. heavy computer/keyboard use).• May require occasional light lifting (files, copy paper, etc.).In addition to the essential functions outlined above:• Individual in this position will provide additional assistance and support as directed by their supervisor.• This job description is subject to change at any time.