Summary:

Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety, and assisting attorneys with case management. As a Legal Practice Assistant, the candidate will be responsible for administrative case management and litigation support. As Office Coordinator, duties and responsibilities include scheduling meetings and appointments, arranging office supplies, greeting visitors, and providing general administrative support to our employees.

Essential Job Functions:

As Legal Practice Assistant

Supporting attorneys with a variety of duties, including drafting correspondence and communicating with clients, other legal counsel, and professionals.
Filing and records management – e.g., organizing client files, trial binders.
Attending meetings and recording notes.
Scheduling court reporting and videographer services.
Formatting briefs, pleadings, and other legal documents
Filing legal documents (e-filing skills are preferred)
Opening new matters.
Perform administrative duties (calendar hearings and deadlines, organize case files, manage logistics, etc.)

As Office Administrator:

Serve as the point person for office manager duties, including: maintenance, mailing, supplies, equipment, bills, errands, and shopping
Schedule meetings and appointments
Maintain the office condition and arrange necessary repairs
Partner with HR to update and maintain office policies as necessary
Organize office operations and procedures
Coordinate with the IT department on all office equipment
Ensure that all items are invoiced and paid on time
Prepare/Distribute Billing for assigned Billing Attorneys
Provide general support to visitors
Assist in the onboarding process for new hires
Addresses employees' queries regarding office management issues (e.g., stationery, Hardware, and travel arrangements)
Liaise with facility management vendors, including cleaning, catering, and security services
Plan in-house or off-site activities, like parties, celebrations, and conferences
Reviewing daily voice mails to ensure timely responses to all inquiries.
Answering and directing incoming calls and making outgoing calls as needed.
Managing daily incoming and outgoing mail.
Keeping office organized, restocked, and maintained (lobby, conference rooms, copier room, supply room, file room, break room).

Necessary Knowledge, Skills, and Abilities:

Proficiency in Microsoft Office Suite
Hands-on experience with office equipment (e.g., fax machines and printers)
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Experience in the legal industry as a paralegal preferred, but not required.
Professional demeanor, reliable, punctual, team-oriented.
Self-starter, excellent attention to detail, highly organized, accurate, and able to multitask.
Strong verbal and written communication skills.

Educational and Experience Requirements:

Proven work experience as an Office Representative or similar role
High school degree; additional certification in Office Management is a plus
Prior litigation experience required.

Work Environment and Physical Demands:

In office position
Ability to work extended hours when necessary.
Normal office environment; no unusual physical demands.

Maynard Nexsen

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