Description

Hunton Andrews Kurth LLP, an international law firm, is actively recruiting a Professional Assistant in our Miami office. This position performs specialized and secretarial/administrative duties for practice area, clients and the firm; ensures client services and satisfaction are attained in all areas. Provides staff leadership in supporting firm, office and tram initiatives and support of management directives.

RESPONSIBILITIES AND ACCOUNTABILITIES

1. Provides general administrative support including, but not limited to, managing attorney’s Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail and managing client matter files and folders; monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g., faxes, client documents, and court filings).

2. Ensures a central file is maintained for each client matter and (a) all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and (b) all electronic files are stored in iManage in the appropriate client matter folders. Ensures timely closing of files. Maintains and monitors workrooms to ensure files are in compliance with our Records policy.

3. Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation; drafts transmittal letters and standard memoranda; reviews and proofreads all outgoing materials; performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards.

4. Arranges appointments, coordinates meetings, reserves conference rooms, arranges for teleconferencing and equipment set-up and coordinates menu needs through caterers; coordinates travel arrangements; prepares and submits timely manual and electronic expense reimbursement and other payment requests; understands and follows firm policies and procedures, coding and approval requirements related to firm and client charges; anticipates needs and proactively seeks to avoid rush and emergency payment requests.

5. Makes arrangements for and performs various support services (e.g., arranges by-hand deliveries, coordinates assistance from team/Document Processing Center, contacts duplicating or telecopy services, duplicates documents).

6. Assists in the preparation and compilation of various practice area-related business development materials for pitches and RFPs. Assists with preparing and maintaining attorney bios.

7. Ensures lawyer time is entered on a daily basis; reviews timekeeper diaries and enters time in iTimekeep; ensures time entries follow client guidelines, or when client guidelines are absent, follows firm guidelines; reviews pre-bills to ensure entries are recorded to the correct matters.

Requirements

1. Education: High school diploma or equivalent required. College degree preferred.

2. Experience: Minimum three years’ overall legal secretarial experience (or work equivalent) required. Prior law firm experience preferred. Has an in-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities including, but not limited to, word processing, document management, file management, spreadsheets, calendaring, and time management. Proficiency in Microsoft Office and PDF required. Proficiency in iManage and other firm software applications preferred. Fundamental accounting aptitude, proficiency with accounting software and experience in interpreting and analyzing client accounting reports preferred.

3. Other Qualifications: Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work and pay strict attention to detail. Excellent communication skills. Spelling, punctuation and use of grammar must be of high quality. Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multiple task oriented. Ability to work under pressure and maintain flexibility regarding work assignments. Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions. Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage. Ability to sit or stand for extended periods of time. Ability to receive and convey detailed information through both written and oral communications. Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds. Essential competency processes include language ability, reasoning and memory. This role requires in-office attendance in accordance with the policies set by your local office, team, and/or Firm. Ability to maintain flexibility regarding work assignments to work overtime on short notice required. Ability to work in a cooperative manner as a member of a team. To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

EEO/drug-free workplace/E-Verify participant/Veteran/Disability.

Please view the Equal Employment Opportunity Poster here.

The information offered on this site does not constitute an express or implied contract, and may be modified or revoked without notice at the discretion of Hunton Andrews Kurth LLP.