Legal Practice Coordinator

Job Description

Position Summary:

The Legal Practice Coordinator is responsible for providing administrative and secretarial support to attorneys, including secretarial team coverage and backup support.  The individual reports to the Regional Director of Administration and works closely with their assigned attorneys and other colleagues.

Representative Key Responsibilities:

Primary responsibilities include but not limited to:

• Assumes responsibility for ensuring the efficient daily administrative operations of the assigned legal team.

• Communicates with attorneys and helps balance the regional team’s workload to ensure completion of projects within established time frames and quality standards; seeks assistance from colleagues, assigned attorneys, supervisors, and/or regional Office Administrator and Directors of Administration when workload demands and deadlines require.

• Demonstrates mastery of the Firm’s Microsoft Office system by producing a variety of documents from various source materials.

• Composes routine correspondence and non-routine correspondence for attorney review as requested.

• Becomes familiar with the Firm’s policies and all applicable administrative procedures.

• Provides administrative support to assigned legal team by ensuring the organization of workflow, files, and recordkeeping, including preparation of timesheets and client bills, expense reports, and the processing of incoming and outgoing mail and overnight deliveries.

• Assists in organizing work schedule by maintaining calendar, scheduling appointments and coordinating travel arrangements.

• Be familiar with the policies and procedures of the varying administrative agencies and/or courts in which the attorney practices.

• Meets filing deadlines and is aware of the procedures for same (as applicable). 

• Proactively supports Firm-wide client service initiatives.  Provides quality service to internal departments and external parties by interacting professionally and displaying a “can do” attitude via electronic and print correspondence, when answering telephone calls, taking and relaying messages, and greeting visitors; coordinating attorney, client, or other inquiries in the absence of the attorney.

• Must be available to work overtime as needed.

• Performs other administrative duties as assigned.

Required Education, Knowledge, and Experience:

• Full business/professional proficiency in English and Cantonese (spoken and written).

• Native/bilingual proficiency in Mandarin (spoken and written) preferred.

• College/University Degree preferred.

• Three to five years of general secretarial experience; Legal Secretary experience with a US law firm preferred. 

• Accurate typing speed of 65+ wpm.

Required Skills and Abilities:

• Excellent word processing skills and knowledge of Windows operating system.

• Ability to meet the demands of a fast-paced work environment and multiple priorities.

• Ability to work cohesively in a team environment.

• Excellent organizational, communication and interpersonal skills.

• Professional, upbeat, energetic, proactive, dependable, and takes pride in work.

• Proficiency in spelling, grammar, proofreading and writing skills (Japanese and English), and a strong attention to detail and accuracy.

• Ability to handle confidential and sensitive information with the appropriate discretion.

• Ability to quickly learn new processes/procedures/styles and possess good judgement/intuition.

Physical Requirements of the Position:

• Ability to sit and stand for extended periods.

• Ability to lift up to 5 kilograms.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [email protected].