Professional Assistant – Litigation Support

Washington, DC

Summary

This position is responsible for performing a variety of administrative and word processing duties while exercising sound judgment over work priorities with minimal supervision. Strong legal and administrative skills, as well as the ability to multi-task and perform well under strict deadlines, are required. This position falls under the litigation group and works closely with other Professional Assistants in a Center team environment.

Responsibilities

• Types and edits documents quickly and accurately, proofreading for content and typographical errors.
• Utilizes firm technology (i.e. Microsoft Word, Excel, PowerPoint, Outlook) effectively.
• Completes work product according to instructions and within the requested time frame.
• Handles general administrative duties such as travel arrangements, meeting coordination, expense reports, time entry and the new business memorandum process with efficiency and in a proactive manner.
• Occasionally answers telephone calls, takes messages or provides information as appropriate.
• Opens and closes files as necessary, promptly handles the filing of legal or other administrative materials (physical and electronic) and sends materials to off-site storage as necessary.
• Attends training classes to keep up to date with technological advances and software upgrades.
• Provides additional back-up coverage to other Professional Assistants as needed.
• Performs other duties as assigned.

Qualifications

• Education: High school diploma or equivalent.
• Experience: Three years legal secretarial experience required.
• Special Knowledge: Requires strong legal and administrative skills, as well as an ability to multi-task and perform well under strict deadlines. Must be extremely well organized and detail-oriented. Familiarity with document management systems a plus. Familiarity with the New Business Intake process is preferred.
• Technical Skills:
  • Outlook: Able to schedule multiple calendar appointments and use Scheduling Assistant to check availability
  • MS Word: Able to use firm Styles to format document; Able to generate TOCs and TOAs (with Best Authority); Able to run red/blacklines and manage Track Changes documents with multiple reviewers (Litera)
  • Facility with and able to use DocXtools or native Word functions to fix/reformat documents
  • Familiarity with Forte, or able to learn, to create documents from firm templates
  • Excel: Able to format worksheets/workbooks for printing; Able to add headers/footers to worksheets/workbooks; Able to use basic formulas
  • PowerPoint: Able to manipulate/revise the Style Master; Able to edit text and graphic elements
  • Adobe/Kofax PDF: Manipulating documents (deleting pages, combining pdfs, redacting, adding headers/footers, adding Bates numbering)
  • Zoom: Familiarity with Zoom to setup meetings; Able to manage Zoom settings and functions as the host/proxy
  • Relativity: Familiar enough with Relativity (or other document database programs) to be able to correspond with Litigation Support or vendors to be able to assist with research and document production
  • PACER: Experienced in using PACER for filings and pulling documents/cites
  • Visio strongly preferred. Versed in technology, such as Chrome River, Intapp, Replicon is preferred.
• Must have excellent written and verbal communication skills and be able to follow instructions effectively. Must be a self-starter who can work both independently and in a team environment. Must possess excellent customer service skills and be flexible in handling changing priorities necessary to support business needs. Must have professional telephone etiquette and excellent interpersonal skills.
• Must score 40 wpm with a 2% or lower error rate on the firm’s legal typing test and 76% or higher on the firm’s legal spelling test. Must understand and maintain confidentiality of the attorney-client relationship.·Must be proficient in e-filing and e-filing procedures in state and federal court.

Working Conditions

• Job is performed in a typical office environment, but it subject to time pressures and constraints, and is primarily dependent on input from others.
• Long hours are periodically required and overtime may be required.

Compensation

The salary range for this position is $72,000 – $96,000, nonexempt.

#LI-Hybrid