Administrative Assistant

Chapman & Cutler; Charlotte (NC); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Chapman and Cutler LLP is seeking an Administrative Assistant to join our Charlotte office. The role involves in-person presence with some remote work flexibility, supporting attorneys and staff with a variety of clerical duties, document management, and client interaction.

You will work closely with the Charlotte Office Leader, Senior Office Coordinator and supervising attorneys on projects, maintaining confidentiality and professional conduct in a collegial environment.

Qualifications

• Bachelor's degree in a professional environment.
• Prior law firm experience is preferred.
• Excellent typing skills, spelling, grammar and punctuation; strong organizational abilities.

Responsibilities

• Provide direct administrative support including timekeeping, billing memos, expense reports, travel arrangements and calendar management.
• Assist with document production, editing, and preparation of client letters and engagement documents.
• Greet clients, manage mail and email, and maintain confidentiality of attorney-client communications.
• Support with file organization in firm document management systems and preparation of documents for review by attorneys.
• Collaborate with attorneys and staff on projects, demonstrating initiative and independence when needed.
• Attend trainings and adhere to firm policies and security protocols.

Skills

Typing

Teamwork

Organization

Attention to detail

Communication

Security awareness

Education

Bachelor's degree

Tools

Mac OS

Microsoft Word

Excel

PowerPoint

Adobe Acrobat

DocuSign

Document management systems

Job description

Chapman and Cutler LLP is seeking to hire an Administrative Assistant to join our Charlotte office. The Administrative Assistant will work with other administrative and legal professionals in a collegial environment, performing a variety of clerical duties for attorneys and assisting with projects as directed by Charlotte Office Leader, Senior Office Coordinator and supervising attorneys while maintaining positive contact with clients, attorneys, and staff and observing confidentiality of client matters. The position requires an in-office presence but includes flexibility for some remote work.

The responsibilities of the Administrative Assistant will include:

• Reports to the office in a reliable and punctual manner.
• Works as part of a team to meet the document management, clerical, administrative, and word processing requirements of the Firm.
• Provides direct administrative and word processing support including, but not limited to, time keeping, processing billing memos, expense reports, booking travel, scheduling, scanning, document editing, blacklining, assistance with finalizing, execution and assembly of documents, locating and uploading documents to document management systems, collating, preparing transmittal emails and packages/labels/envelopes for document distributions, preparing client engagement letters, client conflict waiver requests, new matter intake forms and presentations and reports for review by attorneys.
• Works one-on-one with attorneys, paraprofessionals and administrative assistants for projects that require special or specific instruction. Ability to work independently on those tasks as directed.
• Displays competency while learning new tasks and processes and ability to ask thoughtful questions to complete assignments.
• Exhibits understanding of how individual tasks affect other long-term projects and the department functioning as a whole.
• Creates and maintains closing sets (electronic and hard copy) and other client files in Firm and client document management systems. Handles incoming and outgoing mail and email as necessary.
• Receives clients and visitors, maintains good public relations with clients, observes confidentiality of attorney-client relationship, and follows practice group guidelines for protecting client information.
• Makes appointments for attorney(s) and updates attorney and office calendar(s) using Firm software regarding court dates, meetings, conference calls, in-house meetings, travel, etc.
• Makes necessary travel arrangements and completes expense reports in a timely manner.
• Exhibits an understanding of, and properly utilizes, Firm materials, including training materials and internal online information. Respects the Firm's policies and procedures.
• Attends scheduled training sessions and utilizes information in daily work production.
• Communicates and follows instructions effectively from a diverse group of clients, attorneys, paraprofessionals and staff and provides information in person or by phone with courtesy and tact.
• Develops familiarity with Chapman and Cutler's standard formatting and document production and document management procedures.
• Proactively establishes helpful working relationships with coworkers and shows initiative in seeking additional tasks to maintain steady workload.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

The successful candidate will have a Bachelor's degree and two to five years of experience in a professional environment.

• Prior law firm experience is preferred
• Excellent typing skills, spelling, grammar and punctuation skills
• Must be oriented toward teamwork
• High degree of organization
• Computer knowledge, Mac OS preferred
• The ability to work collaboratively and to organize, prioritize, and complete numerous tasks
• Familiarity with standard computer applications such as Microsoft Word, Excel and PowerPoint, Adobe Acrobat, DocuSign, comparison software, and electronic document management systems
• Attention to detail and ability to proofread material for consistency, grammatical, typographical and/or spelling errors
• Resourcefulness, self-motivated, and has the ability to adjust to rapidly changing priorities
• Committed to following all Firm security protocols and maintaining information security

Benefits Overview

The benefits overview for this position is available for review at the below link.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.