Legal Assistant- Corporate - Hiring Urgently

Performs a broad range of administrative support for several Attorneys in the Corporate Department. Responsibilities include document production, extensive calendar management, travel arrangements and client relations. Organizes and maintains all files relating to practice and administrative matters in accordance with attorney preferences. Duties for this position include, but are not limited to:

Job Functions:

• Provides highly technical document production including but not limited to typing, drafting, and editing documents, dictation, redlining documents, conversion of documents from PDF to word, working on basic to highly complex Excel spreadsheets, creating or editing complex Power Point presentations, scanning, setting up closing binders and making copies.
• Understands document legal terminology, basic legal procedure, and law firm document protocol.
• Has knowledge of legal document formats such as contracts, and agreements. Prepares correspondence, memos, and complex spreadsheets utilizing excel.
• Maintains files and all client documentation. Works closely with Attorneys in preparing client presentations utilizing available technologies such as Power Point and Excel.
• Submits attorney time via the 3E billing system. Reviews, revises, and disseminates monthly client billing statements; serves as liaison between billing department and direct report attorneys (primarily, one equity partner) re: all billing matters.
• Provides general secretarial support to assigned attorney(s), which may include typing and drafting documents, liaising with marketing/client accounting departments, answering phones, scheduling appointments, calendar management, expense processing, and opening and distributing mail.
• Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively.
• Brings expert organizational skills to the role with the ability to provide guidance on the most efficient and effective way to complete tasks. Takes lead on projects and is self-starter with work.
• Assumes accountability for all incoming and outgoing calls; answers phone, deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed and takes thorough messages. Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner.
• Maintains a courteous and service driven demeanour at all times.
• Maintains attorney(s) calendar and contact lists as requested. Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Assumes expertise of Firm calendar management software.
• Ensures a high level of service when interacting with clients and other related internal and external contacts.
• Maintains discretion and sound judgment when interacting with clients, both external and internal to the Firm. Assumes a helpful, proactive, and professional manner at all times when dealing with both internal and external clients.
• Performs other duties and responsibilities as assigned.

Essential Competencies:

• Works proactively with others to support efforts within the department.
• Organizes and prioritizes assignments and contributes to the department's ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.
• Utilizes strong communication skills, both written and verbal, to ensure instructions are clearly understood and that work is completed as requested. Maintains a courteous and service driven demeanor at all times.

Qualifications:

• Minimum High School Diploma, college degree preferred.
• 5 years of legal assistant experience (preferably) supporting Finance and Restructuring Corporate Attorneys.
• Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing software. Professional experience with 3E, Outlook, MSWord.
• Demonstrated ability to balance customer service while delivering high results and productivity.
• Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation, and legal terminology.
• Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining strong organization and attention to detail.
• Team player and the willingness to support others and take on additional responsibilities as needed.
• Ability to lift boxes and move files as needed.

Physical Requirements:

• Must have minimal physical mobility. Position requires standing, walking, reaching, and lifting files and other office related documents or materials of up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to prepare assorted documents and other related materials.