Administrative Assistant

Wilson Elser is a leading defense litigation law firm with more than 1300 attorneys in 43 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal’s survey of the nation’s largest law firms. We’re also Mansfield Certified Plus.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation.  If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Administrative Assistant position in our Jackson Office.

This position is on-site 5 days per week.

The Position

This is an excellent opportunity for legal professionals seeking to expand their careers who are interested in gaining fast-paced professional experience with a national law firm. 

Key Responsibilities:

• Schedules and manages highly confidential meetings, documents and information


• Manages complex calendars; uses sound judgement to coordinate day-to-day meetings and responsibilities across a team of attorneys


• Schedules and tracks key meeting series, client requests, and project management, works backwards from deadlines to manage team communications and ensure deliverables are met


• Collaborates on projects aimed at improving communication, document management, data entry, and data management


• Assists with project management functions and process implementation on the client services team, including document preparation, enforcement of process improvements, and support with data collection, entry, and management


• Provides clerical or administrative legal services support as requested

Reception & Front Desk Support:

• Greet visitors and maintain a welcoming, professional front office environment


• Answer and route incoming phone calls, take accurate messages


• Manage incoming/outgoing mail and packages


• Maintain lobby and common areas in a tidy and organized manner

Office Supplies & Inventory:

• Monitor and maintain inventory of office and breakroom supplies


• Order supplies as needed while staying within budget


• Track and reconcile purchases, ensuring timely delivery

Event Planning:

• Coordinate logistics for internal meetings, luncheons, staff events, and holiday functions


• Arrange catering, venue reservations, materials, and communications for events


• Provide on-site event support and follow-up as needed

Qualifications

• Bachelor's Degree or equivalent professional experience


• Minimum of 1-2 years of experience in a law firm setting.


• Familiarity with Document Management Systems


• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)


• Experience with data entry or data management a plus


• Familiarity with web-based collaborative tools and work management software a plus


• Experience with team messaging and instant messaging platforms a plus


• Experience with email and calendar management, meeting coordination, and direct client interaction.


• Strong administrative and organizational skills with the ability to manage a high volume of work and meet tight deadlines.


• Meticulous attention to detail and the ability to prioritize and handle multiple requests simultaneously


• Excellent written, verbal and interpersonal communication skills


• Comfortable working in a collaborative, national team environment supporting attorneys and paralegals


• Demonstrated professionalism in all client and internal communication

Why Should You Apply? 

• Benefits: Outstanding benefits package, including 401k match and generous PTO plan


• Career Growth: Ample opportunities for professional development and advancement


• Employee Perks: Access to corporate discount plans and other benefits

Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at [email protected].

We believe in creating a work environment free of barriers and bias, where individual outlooks and talents are respected and valued. Our firm's policy is to ensure an equal employment opportunity without discrimination or harassment based on race, color, national origin, religion, age, sex, disability, citizenship, marital status, sexual orientation or any other characteristic protected by the law.

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