Overview:The Assistant in our Miami Office will provide administrative and secretarial support to four attorneys in our busy Commercial Litigation practice. This position has a regular and direct contact with clients, opposing counsel and court personnel to obtain information and respond to their questions. Position requires excellent attention to detail, strong organizational and prioritization skills with the ability to meet deadlines. Analytical thinking and problem solving skills are essential. Ability to work both independently and in a team environment a must.
Responsibilities:Assist attorneys by providing executive level administrative assistance through the performance of complex secretarial and clerical duties including: meeting planning and coordination, client communication, and scheduling, etc.
Receive and screen telephone calls, letters and/or visitors; answer routine questions and furnish information to inquiring parties
Schedule appointments and make arrangements for conferences and travel; maintain attorney’s calendar, rolodex and daily docket to ensure that deadlines are met
Interact with persons at all levels in the firm, industry and community; heavy client contact
Communicate attorney’s instructions to various individuals and furnish and obtain information from other attorneys within the practice area
Create, organize and maintain client files, follow up on pending matters
Maintain physical and electronic client, research and administrative files utilizing NetDocs
Greet attorney’s clients and guests for meetings and appointments and ensure that all required materials are organized in advance
Interact with clients frequently by responding to their questions and obtaining information, as required
Anticipate attorney’s needs and prepare necessary documentation in draft for attorney’s review, including miscellaneous correspondence and client billing
Provide document production services, including styling and formatting of documents
Proofread all documents and check for appropriate formatting, spelling and grammatical errors
Prepare documents and packages for mail, messenger and overnight delivery; ensure that all attachments, exhibits and enclosures are intact
Receive and redirect attorney requests and needs as appropriate to expedite solutions
Manage incoming and outgoing mail and e-mail
Submit conflicts check(s) through OPEN
Enter new client matter information in OPEN and prepare engagement letters
Coordinate with firm’s Docketing department to ensure proper and timely calendaring of deadlines, meetings, trials, depositions and hearings
Submit electronic filings with state and federal courts
Assist with billing and collection matters
Prepare expense reports and disbursements forms
Perform routine filing and retrieve files, when requested
Transcribe dictation, as requested
Qualifications:High School Diploma or GED required; Associates Degree or Bachelor’s Degree in a related field preferred
Five years legal secretarial experience in a mid-to large, preferred
Proficient in the use of Microsoft Word, Outlook, PowerPoint and Excel
Excellent typing ability of at least 65 words per minute
Prior experience working in a legal setting, preferred
Bi-lingual (English/Spanish) a plus
To apply for this job please visit www.foley.com.
