Legal Team Assistant

Fox Rothschild LLP; West Palm Beach (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Fox Rothschild LLP seeks a detail-oriented Legal Team Assistant to support attorneys firm-wide and cross-function teams in West Palm Beach. You will handle printing, filtering and filing, invoicing, expenses, and new business intake while maintaining confidential records with iManage and hard-copy files.

The ideal candidate has at least 3 years in a law firm, strong MS Office skills, and excellent communication.

Qualifications

• Associate’s Degree preferred; applicable work experience may be considered in lieu of a degree.
• High School Diploma or equivalent required.
• Minimum of three (3) years related experience in a law firm environment preferred.
• Must manage multiple priorities in a fast-paced, deadline-driven environment.
• Proficiency with MS Office Suite: Outlook, Word, Excel, PowerPoint.
• 60 wpm keyboarding or higher.

Responsibilities

• Provide administrative support to attorney teams office-wide.
• Assist with printing and assembly of large print requests (trial exhibits).
• Scan and process third party vendor invoices.
• Process attorneys’ expenses as needed.
• Index and file documents into iManage and hard copy files.
• Process new business intake from conflict search to engagement letter.
• Create and maintain client case files and records.
• Search and circulate electronic documents as instructed.
• Collaborate with Office Administrator and CST/ARC teams.

Skills

Typing 60 wpm

MS Office

Communication skills

Team collaboration

Education

Associate’s Degree preferred

High School Diploma required

Tools

iManage database

Job description

The Legal Team Assistant provides administrative support to attorneys office-wide, to the Client Services Team (CST), the Attorney Resource Center (ARC) and/or the local office. The Legal Team Assistant works collaboratively and cooperatively with others in a team-oriented environment to deliver the highest level of service to internal and external clients.

ESSENTIAL FUNCTIONS:

Provide administrative support to attorney teams office-wide, including, but not limited to, the following:

• Assist with printing and assembly of large print requests (i.e., trial exhibits);
• Scan and process third party vendor invoices;
• Process attorneys’ expenses as needed;
• Ensure proper indexing and filing of both paper and electronic documents into the firm’s official hard copy files and iManage database;
• Process new business intake requests from conflict search through issuance of engagement letter;
• Create and maintain original and electronic client case files, including using appropriate recordkeeping software;
• Search and review electronic document files for specific requests and circulate to appropriate parties per instructions;
• Work collaboratively and proactively with the Office Administrator to complete local office projects, tasks and initiatives.
• Work collaboratively and proactively with the CST Specialists, ARC Team, and other Legal Team Assistants;
• Collaborate with resources inside and outside the firm as appropriate to complete projects and tasks; and
• Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

ADDITIONAL FUNCTIONS:

• Other related duties, as assigned;
• Main backup to the front desk and all front-end activities;
• Understanding of all Records processes.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

• Associate’s Degree preferred; applicable work experience may be considered in lieu of a degree.
• High School Diploma or equivalent required

Experience:

• Minimum of three (3) years related experience in a law firm environment preferred.

Knowledge, Skills, & Abilities:

• Must exhibit initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
• Working knowledge of office equipment, including personal computer, copier, telephone, transcription equipment, etc.
• Keyboarding skills of 60 wpm or higher required.
• Working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.
• Strong verbal and written communication skills. High level of interpersonal skills required to handle sensitive and confidential situations.
• Position requires a highly professional demeanor and appearance including possessing excellent poise, tact and diplomacy and the ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• This job operates in a clerical, office setting. This role routinely uses standard office equipment including, but not limited to, computers, telephones, printers, and copiers.

PHYSICAL REQUIREMENTS

Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, [e-mail] .

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.