Job Description

SUMMARY

The Legal Administrative Assistant (‘LAA’) – PCS provides administrative and secretarial support to lawyers, paralegals, and administrators in our Private Client Services group. The LAA may also provide billable and non-billable legal support as determined by the attorneys. This position requires a person who has strong communication, organizational and time management skills with the ability to work with a team or independently.

JOB DUTIES

The following are essential job duties and responsibilities of the Legal Administrative Assistant - PCS. This list is not exhaustive, and other duties may be assigned as necessary.

• Provides word processing and document production services. Utilize office services support as appropriate.
• Drafts correspondence, having knowledge of common T&E documents.
• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.
• Prepares documents for mailing with special attention given to completeness of enclosures, etc.
• Prepares new client matter request packet and coordinates approval; coordinates conflict search processes; prepares retainer letters
• Files court documents electronically.
• Handles incoming telephone calls, taking thorough messages. Makes sure call is given timely response.
• Handles time entry and client billing, including electronic billing. Manages the process to ensure timely completion.
• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with billing attorney as necessary.
• Ability to extract appropriate billing information as requested.
• Organizes files and databases; maintain documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.
• Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.
• Dockets case/matter deadlines. Keeps attorneys apprised of deadlines.
• Tracks attorneys’ CLEs.
• Provides back‐up assistance to other administrative assistants and staff members as required.
• Notarizes documents as requested.

REQUIREMENTS

EDUCATION: Bachelor’s degree

EXPERIENCE: Administrative experience in a law firm or legal services industry. 2+ years of Trusts and Estates experience.

KNOWLEDGE/SKILLS AND ABILITIES:

• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint; familiar with current version of software. Ability to execute advanced formatting, table of contents, table of authority.
• Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.
• Excellent knowledge of grammar, spelling and punctuation.
• Legal writing skills, knowledge of legal terminology.
• Knowledge of state and federal procedural rules ensuring specific knowledge of local rules for jurisdiction of cases.
• Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.
• Strong oral and written communication skills.
• Strong customer service orientation.
• ABILITY TO BE IN THE OFFICE ON A DAILY BASIS, WORKING A FULL DAY.
• Notary Public.

ESSENTIAL PHYSICAL/MENTAL DEMANDS

• Ability to sit for extended period of time.
• Ability to keyboard for extended period of time.
• Handle material and supplies up to 35 lbs. of weight
• Ability to deal with stress due to workload pressures.

Company Description

Wiggin and Dana is a full-service law firm with more than 150 attorneys. We are a true partnership of highly talented, creative and experienced lawyers dedicated to exceeding our clients’ expectations every day. With offices in Connecticut, New York, Philadelphia, Washington, DC, and Palm Beach, we represent clients throughout the United States and globally on a wide range of sophisticated and complex matters. From defending a Fortune 500 institution in “bet-the-company” litigation, to helping the next generation of inventors bring a new technology to market, to preserving the wealth that a family business has worked so hard to create, we pride ourselves in offering value driven solutions and results.