Assistant - Administrative Support Group

Incumbents must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills, desire to learn new skills, ability to work effectively with changing priorities, and a commitment to providing the highest quality client service are essential.

• Following the Firms established document processing methods and procedures, creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Accurately complete transcriptions, handwritten materials and/or dictation. Prepares a variety of forms and creates new documents using the Firms Best Practice methods. This document production and editing utilizes Windows 365, Word, Excel, PowerPoint, Outlook, PDF converter, Adobe Acrobat, Best Authority and document management systems such as Egress, NetDocs, and any other related new or updated software provided by the firm or required by the client.
• Assists lawyers and other timekeeper staff with a variety of administrative support areas in all practice areas, acting as a point of contact, navigating the firm and answering questions. Tasks may include but not limited to calendaring, file management, email management, research, scheduling, copying, scanning, mailings, billing, and check requests.
• Maintains lawyer-client contact information and other pertinent information in Interaction, the Firms client contact database program.
• Assists timekeeper in reviewing, editing, closing timekeepers daily time entries, run time entry reports and conduct time entry transfers through the Firms web-based time entry program using Firm standards.
• Prepares timekeepers expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Works closely with Business Development and Marketing personnel in development and refinement of pitches, presentations, spreadsheets, lawyer profiles or other needed marketing materials.
• Assists lawyers with Continuing Legal Education and Bar admissions requirements.
• Coordinates travel arrangements through in-house Travel Department consistent with firm guidelines.
• Sets up timekeepers work files.
• Prints and organizes a variety of documents received in a range of formats, including emails.
• Coordinates meetings both in person and electronically, arranging rooms, video conferencing, technology needs, invitations, calendaring, catering, etc.
• Actively seeks to maximize productivity and promote teamwork, assisting the entire team in providing exceptional client service to all internal and external clients.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records and files, both within and outside of the Firm.
• Conducts check-ins with lawyers and others to whom APADS provides support.
• Other duties and projects as assigned.

• Responds to customer/client requests in a professional manner.
• Identifies and responds to customer/client issues/problems in a timely manner and seeks feedback/follow-up as appropriate.
• Builds effective working relationships as appropriate.

• Demonstrates knowledge of the firms culture, practices, business, and structure.
• Demonstrates knowledge and adherence to basic firm policies, pr cedures and processes.
• Participation in the Global Responsible Business program.

• Takes initiative beyond routine responsibility.
• Seeks out and accepts new responsibilities.
• Seeks development opportunities to enhance skills.

• Owns mistakes and takes corrective action.
• Meets work deadlines as assigned.
• Meets firm standards for attendance and punctuality.
• Meets deadlines for all required firm processes, including timesheets, time entry and other financial documentation.

• Works well independently and as part of a team.
• Demonstrates dedication to producing quality work product.
• Pays attention to detail when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Utilizes resources appropriately to complete work in the most efficient manner.
• Cooperates and demonstrates flexibility when facing change.

• Interacts effectively and courteously, in person, by telephone, and in writing with lawyers, supervisors, co-workers, and other business professionals.
• Proactively communicates the status of work.
• Understands the need to ask questions and seek guidance.
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.

• Builds effective relationships with coworkers.
• Participates and contributes fully as a team member.

• Utilizes available technology to carry out job responsibilities.
• Determines most appropriate technology to accomplish a given task.
• Seeks ways to utilize technology to improve efficiency.