Administrative Assistant

Cozen O'Connor Corporation•Dallas, TX

16d

About The Position

The ideal candidate is an enthusiastic self-starter, who is able to perform extensive multi-tasking under numerous time constraints with exceptional attention to detail; someone who takes initiative; thinks strategically and independently; and is confident to interact with all levels of the firm. The position requires excellent communication, organizational and computer skills.

Requirements

Office/Clerical Administrative experience is required
Experience with data management using InterAction (CRM), Chrome River and Microsoft Suite with advanced level experience in Word and Outlook
Ability to draft, proofread and edit correspondence, memoranda, e-mails with minimal supervision
Excellent communication skills
Ability to work autonomously or in a team environment
Work well under pressure and strict deadlines

Responsibilities

Handle telephone calls and transcribe voicemail messages into emails
Serve as a point of contact for internal/external inquiries and direct them appropriately
Monitor and respond to emails as needed and appropriate
Prepare, proofread, and process engagement/acknowledgement letters and other correspondence
Prepare new matter intake forms, docket sheets, and client report templates for new files
Prepare and distribute reports, memos, and correspondence with accuracy and proper formatting
Perform conflicts checks as required
Assist with closing files per department protocol upon case conclusion
Organize and maintain both physical and digital filing systems for easy retrieval
Maintain, input, and update contacts in the firm’s client database and docket sheets
Track, compile, organize, and submit expense reimbursements and vendor invoices into the firm’s finance database (Chrome River)
Maintain calendars, schedule appointments, and coordinate all details for client/guest meetings, including breakfasts, lunches, and dinners
Assist in obtaining and reserving conference rooms for depositions and meetings, including confirming videoconferencing needs and attendee numbers
Organize office events such as celebration lunches, including ordering food and confirming dates/attendees
Review calendaring program (Maptician) daily to prepare for upcoming meetings
Coordinate with building management for moves, HVAC, and other facility-related needs
Troubleshoot and coordinate copier and office equipment issues with relevant staff
Place and track supply orders for trials and office needs, including legal folders and other materials
Assist attorneys, paralegals, and legal practice assistants in preparing trial, hearing, and deposition binders
Place and track supply orders for trials and office needs, including legal folders and other materials