Privacy and Data Security Manager

Wiggin and Dana LLP; Hartford (CT); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading law firm in Hartford is seeking a Legal Administrative Assistant to provide essential support in administrative tasks and client communications. The ideal candidate will have a Bachelor's degree and relevant legal experience. Responsibilities include document management, client interaction, and maintaining filing systems. This full-time position requires strong communication skills and proficiency in Microsoft Office. Join a dynamic team dedicated to providing excellent legal services.

Qualifications

• 2+ years of administrative experience in a law firm or legal services industry.
• Legal experience, preferably in trusts and estates.

Responsibilities

• Provides word processing and document production services.
• Manages multiple tasks and filing deadlines.
• Maintains regular communication with clients.

Skills

Communication

Legal Writing

Interpersonal Skills

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

ThefollowingareessentialjobdutiesandresponsibilitiesoftheLegalAdministrativeAssistant-PCS.Thislistisnotexhaustive,andotherdutiesmaybeassignedasnecessary.

• Provideswordprocessinganddocumentproductionservices.Utilizeofficeservicessupportasappropriate.
• Draftscorrespondence,havingknowledgeofcommonT&Edocuments.
• Proofreadsalldocumentsproducedforcorrectformatting,spelling,andgrammar,andensuresthatallattachments,exhibits,orenclosuresareintact.
• Preparesdocumentsformailingwithspecialattentiongiventocompletenessofenclosures,etc.
• Preparesnewclientmatterrequestpacketandcoordinatesapproval;coordinatesconflictsearchprocesses;preparesretainerletters
• Filescourtdocumentselectronically.
• Handlesincomingtelephonecalls,takingthoroughmessages.Makessurecallisgiventimelyresponse.
• Handlestimeentryandclientbilling,includingelectronicbilling.
• UnderstandsrequirementsoftheNewBusinessIntake(NBI)softwareandcompletesprocessaccuratelyandpromptly,interfacingwithbillingattorneyasnecessary.
• Abilitytoextractappropriatebillinginformationasrequested.
• Organizesfilesanddatabases;maintaindocuments,bothpaperandelectronic.Understandsprocedurestomakefilesinactiveandtorecallinactivefiles.
• Attendstocalendarsandmeetingmanagementasrequired,ensuringallarrangementsarecomplete,includinganytravelarrangements.
• Docketscase/matterdeadlines.Keepsattorneysapprisedofdeadlines.
• Providesback-upassistancetootheradministrativeassistantsandstaffmembersasrequired.
• Notarizesdocumentsasrequested.

Requirements

Experience:Administrativeexperienceinalawfirmorlegalservicesindustry.2+yearsofTrustsandEstatesexperienceisaplus.

Knowledge/SkillsandAbilities:

• AdvancedproficiencywithMicrosoftOfficeSuite;WORD,Excel,PowerPoint;familiarwithcurrentversionofsoftware.Abilitytoexecuteadvancedformatting,tableofcontents,tableofauthority.
• Knowledgeoflegalsoftwareandprocesses;time&billing,expense,scanning,PDF,etc.
• Excellentknowledgeofgrammar,spellingandpunctuation.
• Legalwritingskills,knowledgeoflegalterminology.
• Knowledgeofstateandfederalproceduralrulesensuringspecificknowledgeoflocalrulesforjurisdictionofcases.
• Knowledgeofofficeequipmentsuchasmulti-functiondevices,telephones,facsimiles,etc.
• Strongoralandwrittencommunicationskills.
• Abilitytobeintheofficeonadailybasis,workingafullday.
• NotaryPublic.

Abilitytositforextendedperiodoftime.

Abilitytokeyboardforextendedperiodoftime.

Abilitytodealwithstressduetoworkloadpressures.

Legal Practice Coordinator– Private Client Services

Job Duties:
This position is based in New Haven, CT.

The following are the essential duties and responsibilities of the Legal Practice Coordinator. This list is not exhaustive, and other duties may be assigned as necessary.

• Assists in the administration of estates, including preparing and filing probate forms, tax returns and accountings.
  
• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are included.
  
• Manages multiple tasks and filing deadlines using independent tracking systems and departmental project management software.
  
• Maintains regular communication with clients, providing updates and responding to inquiries in a timely manner , and interfaces with courts, government agencies, and beneficiaries.
  
• Tracks billable hours, ensuring accuracy in time entries and compliance with firm policies.
  
• Provides general administrative support to lawyers and paralegals, including document production services: word processing, scanning, PDF manipulation. Utilizes office services support as appropriate.
  
• Prepares documents for signings and conforms signed documents for mailing to clients and documentation for firm files.
  
• Organizes files and databases, including paper and electronic. Follows firm guidelines relating to record retention.
  
• Takes ownership of tasks and follows up with attorneys and/or clients on outstanding issues.
  
• N otarizes documents as requested.
  
• Perform other tasks and duties as assigned to support the efficient operation of the Private Client Services department.

Requirements:

Education: Bachelor's Degree. In lieu of a degree, 3-5 years of relevant experience.

Experience: Legal experience, preferably in trusts and estates.

Knowledge/Skills and Abilities:

• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint. Ability to use PDF technology such as Nuance or Adobe Acrobat.
• Excellent knowledge of grammar, spelling, and punctuation.
• Legal writing skills, knowledge of legal terminology.
• Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.
• Strong oral and written communication skills.
• Strong interpersonal skills in order to communicate with a diverse group of attorneys, staff, and clients.
• Ability to work collaboratively with a team and support colleagues in a fast-paced environment
• Notary Public or aptitude to become a Notary Public.
• Maintain strict confidentiality of client information and sensitive matters.

Essential Demands of the Role

• Flexibility to work overtime, as needed.
• Ability to travel to other office locations on occasion.
• Prolonged periods sitting at a desk or standing; using computer equipment.

Seniority Level
Entry level

Employment Type
Full-time

Job Functions
Administrative
Customer Service
Legal

Skills
Adobe Acrobat
Interpersonal Skills
Terminology
Legal Terminology
Writing
Record Keeping
Written Communication
Punctuation
Legal Practice
Office Equipment