Client-Driven Legal Assistant — Complex Admin & Filings

Day Pitney LLP; Boston (MA); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Year-end bonus

401(k) plan

Benefits package (medical, dental, vis

Job summary

Day Pitney LLP in Boston seeks a Legal Assistant to manage and produce a high volume of client and administrative work, while supporting timekeepers and the firm’s virtual team. The role requires meticulous document handling, e-filing, and knowledge of court procedures to ensure timely, accurate deliverables.

The successful candidate will demonstrate strong organization, confidentiality, and client service skills, with 2–4 years of legal secretarial experience and a Notary license, enabling

Qualifications

• Minimum two to four years of legal secretarial experience.
• Notary License in state of hire, or ability to obtain license in short order.
• Experience in handling a wide range of administrative tasks.
• Experience making travel arrangements.
• Ability to support multiple timekeepers in a fast paced environment.
• Excellent verbal, written, organization, analytical and interpersonal skills.
• Outstanding client service and decision-making skills.
• Ability to produce accurate draft documents from various rough sources.

Responsibilities

• Type, edit, format and proofread a variety of moderate to complex documents.
• Independently perform full range of administrative support.
• File management and organization using firm protocols for FileSite/iManage.
• Delegate work to firm resources to complete assignments.
• Assist with preparation and assembly of court filings and e-filing.
• Understand month-end closing schedule and remind timekeepers to release time in InTapp.

Skills

Legal secretarial experience

Notary license

Multitasking

Excellent communication

Microsoft Office

Client service

Education

Notary License in state of hire

Tools

Microsoft Office

InTapp/iManage

CMS

PDF scanning

Kofax PDF

Metadact

Chrome River

Preview Biller

Electronic Court Filing Systems

FileSite

Rendezvous

Job description

The Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that Day Pitney successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of litigation practice, knowledge of procedures and filing requirements of the courts and government agencies, and knowledge of and adherence to compliance policies (e.g. conflicts of interest, privacy, deadline docketing, misuse of inside information). A successful Legal Assistant will perform administrative and client-specific work in a manner that supports Day Pitney's objective of distinguishing itself through exceptional service. The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.

Responsibilities:

• Type, edit, format and proofread a variety of moderate to complex documents
• Independently perform full range of administrative support
• File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for FileSite/iManage and document naming conventions
• Delegate work to firm resources to effectively complete work assignments
• Assist with the preparation, organization and assembly of court filings such as pleadings, notices, motions, memoranda, and discovery
• E-file documents with various courts
• Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
• Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
• Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
• Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
• Leverage QuickLook to obtain financial and other information
• Basic Lexis and internet research, as needed
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters

Qualifications/Requirements:

• Minimum two to four years of legal secretarial experience
• Notary License in state of hire, or ability to obtain license in short order
• Experience in handling a wide range of administrative tasks
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment
• Ability to effectively manage conflicting priorities
• Excellent verbal, written, organization, analytical and interpersonal skills
• Outstanding client service and decision-making skills
• Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
• Familiarity with procedures of courts and regulatory agencies
• Ability to work independently, with minimum supervision while also contributing to a team
• Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
• Responsiveness to timekeeper/client needs and follow-up where appropriate
• Good understanding of basic business relationships and client confidentiality principles
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, InTapp/iManage, CMS, PDF scanning, HotDocs, AccuRoute, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
• Become familiar with firm information resources

This position offers a compensation range of $80,000 to $95,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increases. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.