Legal Administrative Assistant

Polsinelli•Boston, MA

6d•$70,000 - $90,000•Onsite

About The Position

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment, and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you! Polsinelli has a position available for an experienced full-time in-office Business Venture Capital Legal Assistant in their Boston Office, supporting Business Venture Capital. This is an in-office role. Minimum of 3-5 years’ experience practicing in a large law firm environment.

Requirements

3-5 years of experience practicing in a large law firm environment
Proficiency with iManage Records Manager, InTapp, Chrome River, and Microsoft Office programs (Word, Excel, Outlook)
Qualified candidates must possess strong initiative, demonstrate an ability to anticipate needs, resolve issues/problems independently, have strong organizational skills, and manage multiple projects/tasks at a time.
Other essential requirements for this position include the ability to communicate effectively and professionally to develop rapport with co-workers as well as clients; maintain strong working relationships; exhibit meticulous attention to detail; handle confidential and sensitive information; and possess strong proofreading and typing skills.

Responsibilities

Provide administrative support for assigned attorneys, including time entry, new business intake, Zoom calls, Microsoft Outlook, calendar management, expense reports, filing, travel arrangements/reservations, meeting scheduling, etc.
Maintain comprehensive knowledge of the Practice Group’s processes and technology implementation
Set priorities, meet deadlines and manage multiple projects while possessing strong initiative/organizational skills and demonstrating an ability to resolve issues/problems independently
Communicate and foster positive rapport with team members and clients and maintain strong working relationships
Possess exceptional typing skills; ability to draft and/or edit documents accurately and quickly
Maintain comprehensive knowledge of specific Practice Group guidelines (i.e. assist with practice group driven projects, training sessions, and onboarding of new team members)
Manage client intake, including engagement letters, data site set-up, Carta implementation, etc.
Manage deal closing processes, including signature page preparation, DocuSign, etc.
Assist attorneys in preparing protocols for various types of clients/deals and assist in updating periodically
Maintain, update and keep track of extensive amount of electronic files, training manuals, etc.
Coordinate and circulate documents to attorneys and clients
Assist and understand venture deal closings and prepare closing notebooks - making sure all closing binder, org charts, operating agreements, etc. are fully and timely uploaded to the data site, coordinating who has access to folders, etc.
Draft and coordinate filings of corporate documents with registered agents and applicable state agencies as requested by attorneys.
Manage the post-closing process for each transaction, including preparing and finalizing closing binders, drafting and tracking, and deal abstracts/summaries
Assist with maintaining and updating the tracker for all deals, working in close collaboration with finance and accounting in making sure billing system is integrated correctly
Calendar important pre- and post-closing dates and deadlines, manage all appointments
Maintain and update team distribution lists, document templates and resource materials
Assist leadership with tracking Practice Group budgets and expenses
Assist attorneys with closings, updating org charts, responding to inquires throughout the day for executed documents, coordinating conflict waivers, etc.
Exhibit meticulous attention to detail; handle confidential and sensitive information
Complete eight hours of continued technical education through the Firm’s training department
Remain proficient with iManage Records Manager, InTapp, Chrome River, and Microsoft programs Word, Excel and Outlook
Liaise with marketing, events, and other staff on behalf of the Practice Group, such as for organizing events, social media, etc.
Other duties as assigned