Administrative Assistant - Corporate Finance

Dykema•,

1d•Onsite

About The Position

Dykema Gossett PLLC, a leading national law firm, is recruiting for an experienced Corporate Finance Administrative Assistant in our Dallas office. The Corporate Finance Administrative Assistant is responsible for providing point of contact administrative support to assigned attorneys within our Corporate, M&A and Securities practice groups. This role successfully manages complex, high-priority projects with meticulous attention to detail. Exceptional technological and organizational skills with a commitment to delivering sophisticated, high-touch service to clients and internal stakeholders.

Requirements

High school diploma or GED required; one to two years of post-high school education preferred.
Three to five years of legal support experience in Corporate Finance practice, required.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
Excellent verbal and written communication skills, including grammar, spelling and proofreading.
Excellent organizational, time management and prioritization skills.
Ability to deliver superior, professional service to all internal and external clients.
Ability to maintain confidentiality regarding clients, guests, documents, conversations, etc.
Minimum typing speed of 55 WPM.

Nice To Haves

Experience in additional practice areas is a plus.
Proficiency in Kofax Power PDF, helpful.

Responsibilities

Assisting with preparation of regulatory agency filings and organizing documents; maintaining corporate records; preparing stock certificates; preparing closing binders; and assisting with the coordination of closings and client meetings as needed.
Provides day-to-day support of attorneys and paralegals in the preparation, recording, filing (both electronic and non-electronic) and transmittal of corporate and other legal documents.
Types, transcribes, revises, modifies and proofreads all correspondence, memoranda, notes, outlines, legal documents, charts, forms, etc., whether from drafts, originals or dictation, prioritizes assignments and meets specific deadlines on projects.
Processes new clients and matters into new business intake (NBI) software system. Prepares and submits conflict check forms, screening forms and new matter request forms through NBI. Sets up engagement letters.
Coordinates client billing matters, prepares billing letters and other requested client financial updates. Assists attorneys with tracking and monitoring alternative fee arrangements. Assists attorneys with automation, tracking and monitoring of matter budgets.
Maintains and coordinates attorneys’ calendars, including scheduling and reminding attorneys of appointments and various other dates. Makes travel arrangements and prepares itineraries.
Maintains attorneys’ contacts.
Answers and screens telephone calls. Assists callers independently on a regular basis. Exhibits the discretion to know when to contact the attorney concerning urgent or emergency calls and when to refer to another party.
Reviews and routes incoming mail and email communications. Prepares and processes outgoing mail and packages, arranging for specialized mail or messenger services as required. Ensures all attachments, exhibits, and enclosures are included. Coordinates activities with Office Services, as needed.
Enters and/or releases attorneys’ time, if required. Maintains list of all current billing numbers for assigned timekeepers.
Maintains and organizes digital and hard files on request.
Exercises independent judgment in determining priority levels of all work assigned on a daily basis. Assures that high priority items are completed in a timely manner.
Conducts all business in a confidential manner.
Assists other Administrative Assistants with work overflow.
Perform other responsibilities/tasks as requested.