Corporate & Securities Legal Administrative Assistant

Corporate & Securities Legal Administrative Assistant

Reports To: Director of Human Resources

Position Description:

Working with other LAA team members, responsible for providing a broad range of administrative support for a group of attorneys and paralegals in the Corporate & Securities practice area. Duties may include document production, creation and maintenance of files, closing of files, preparing and processing correspondence, memoranda and complex legal documents, billing and timesheet processing, and performing other administrative functions.

Primary Duties and Responsibilities:

• Prepares, reviews, and edits legal documents and correspondence of a confidential nature, transcribing dictation as needed, ensuring high quality, accuracy, and comprehensiveness.
• Creates and maintains a filing system; opens and closes files in a timely fashion. Assists in processing conflicts searches and processes client intake forms.
• Manages all incoming and outgoing mail, faxes, and phone calls in a confidential, organized, and efficient manner.
• Establishes and maintains a current calendar of events and a deadline reminder system for assigned attorney(s) – arranges meetings, coordinates travel arrangements, and schedules appointments.
• Assists in billing process by entering attorney time, coordinating billing reports, and preparing and sending bills.
• Prepares attorney expense claims.
• Acts as a liaison between assigned attorney(s) and clients, as well as internal departments and external affiliates including financial institutions and municipal and government departments as required.
• Assists with knowledge sharing, mentoring, and training of co-workers and new employees as requested. Backs up other assignments as necessary. Backs up other LAA teams as necessary.
• Other related and administrative duties as assigned.

Skills and Experience:

• 5-10 years of experience.
• Team player. Collaborator. Flexible. Positive attitude.
• Excellent communication, organizational, and client service skills.
• Ability to multi-task and work in a team-oriented environment with all levels of staff.
• Strong proofreading and grammar skills. Ability to meet deadlines.
• Above average proficiency in Microsoft Office.
• Document management and time and billing systems experience.
• Type 60+ wpm with high degree of accuracy.
• High School Diploma required.
• Legal Assistant diploma from a recognized post- secondary institution or 4 year degree preferred.

Interested candidates should submit a resume and cover letter to the attention of Debra Hartfiel, HR Generalist, at debra.hartfiel@maslon.com. Maslon is an Equal Opportunity Employer.