Administrative Assistant

Dickinson Wright•San Diego, CA

26d•Onsite

About The Position

Staff designated at Dickinson Wright PLLC (“the Firm”) as Administrative Assistant are under general supervision and according to established policies and procedures, perform a variety of administrative and clerical duties for attorneys and clients of the Firm as assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Requirements

Possess the ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision
Possess interpersonal skills necessary in order to communicate with a diverse group of attorneys and staff and provide information with ordinary courtesy and tact while safeguarding confidentiality
Have the ability to identify and analyze issues and problems in facilities management, and to recommend and implement solutions
Be able to operate postage machines, facsimile machines, copy machine and all other conference room equipment
Possess the ability to use database software, spreadsheets and word processing software and equipment to complete analysis and reports
Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

Responsibilities

Support clients, attorneys and other staff members by performing an administrative role and handling detail-oriented and critical tasks
Draft and submit preliminary conflict checks, change requests and client matter numbers via IntApp
Draft and submit all expense and invoice requests via Chrome River including, but not limited to, personal dues and licenses check requests and reimbursements, cell phone reimbursement requests, office supply reimbursement requests, and travel reimbursements
Create and maintain travel folders and itineraries for business (speaking engagements) traveling engagements
Draft business travel itineraries to include airfare, ground transportation, hotel information, and confirmation numbers
Plan, coordinate and book all travel arrangements including airfare, airport pickups/ground transportation and hotel
Assist with calendaring deadlines, appointments, and conferences
Assist with rollover calls
Communicate with clients concerning pending AR and assist with collection efforts via e-mail and telephone
Assist with incoming cold-calls and client intakes for consultation scheduling
Track membership/dues renewals and submitted renewal forms as needed. Created and updated chart as needed
Assist with credit card payments to forward to accounting for processing
Prepare checks received for deposit to forward to accounting for processing
Assist with the drafting and preparation of engagement letters
Scan and upload client documents to Law Logix, DM and Kiteworks
Greet clients and prepare conference rooms for clients and visitors
Assist with mail runs and court runs
Assist with trust disbursements and deposits
Assist with document preparation including making copies and scans.