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Title : Staff Attorney Administrative Assistant

Location : Pennsylvania - Pittsburgh
Refer to Job # VPGM700883

Staff Attorney Administrative Assistant Duties: Responsible for providing support and organizational structure to Reed Smith s Staff Attorneys and the Director of the Staff Attorney practice group. Responsible for the accurate completion of work assigned by multiple timekeepers, including litigation support functions, court filings and legal calendaring; word processing, filing, answering telephones and faxing; scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance, and handling daily mail. Also responsible for maintaining various lists including client/matter numbers, name, address lists and marketing mailing list. Draft communications, proficiently work with numerous applications (Word, Outlook, Excel, Adobe), and interact with personnel from local and other offices/departments. Strong organizational and time management skills are a must in support of this 30+ member Group. Sends copies of all appropriate dates to firm Central Docketing Department and works to ensure that all dates recorded are accurate; inputs relevant entries in attorney s Outlook calendar. Drafts and types various types of documents, including correspondence, pleadings, proofs of service, memoranda and other such documents specific to the litigation practice area; proofreads documents for errors and corrects errors. Calendars/Schedules appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances. Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands. Prepares e-filings and court pleadings in federal and local courts. Must know court rules, general orders, judges s procedures, standing orders and calendaring requirements in all jurisdictions. Reviews, sorts and distributes mail; reviews and calendars due dates from documents, letters and other mail received. Answers telephones and records messages, as necessary. Performs administrative functions such as opening new matters, preparing check requests for vendor statements, expense reports and other administrative tasks. Maintains Outlook Calendars; organizes and schedules small and large meetings in person and/or via conference calls which may include arranging for conference rooms and meals. Makes travel arrangements utilizing the firm travel agency. Works with attorneys to monitor incoming fax and email regarding client matters. Maintains and updates client files and emails following the Firm s electronic document management system procedures. Maintains accurate and up-to-date databases such as name/address lists, client/matter numbers; marketing databases such as the firm s global CRM system; and legal document service lists. Follows firm procedures to open new business following established New Business Intake procedures. Performs any other administrative tasks as may be assigned by the attorneys or Director. Must effectively and efficiently multi-task, organize, prioritize and accurately produce work assignments for multiple attorneys simultaneously. Requirements: College degree or comparable experience preferred. Previous experience as a legal secretary or administrative assistant for a legal services provider. Familiarity with court rules, procedures, calendaring requirements is strongly preferred. Strong organization, time management and administrative skills. Ability to read and write routine office correspondence, pleadings and forms; perform non-complex arithmetic calculations at a level normally acquired through high school or the equivalent when verifying calculations on forms and documents and when maintaining records and files. Ability to organize and prioritize workload. Ability to use good judgment in decision making and take initiative in anticipating needs. Proficiency and high level of use with: (1) Microsoft Office Word, Excel, PowerPoint, including but not limited to using styles and formatting tools in word, creating black lines, inserting excel charts into word and powerpoints, (2) Adobe Acrobat, including creating, merging, and extracting PDF documents, and (3) document management systems. Proficient with advanced functions of Microsoft Office including Word, Excel, and Outlook.

Email: jobs@lawfirmstaff.com NO CALLS PLEASE

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